Executive Assistant – 12-Month Contract

Role Overview

We have an exciting opportunity for someone to join us on a 12-month fixed contract as an Executive Assistant to support the senior leadership team. The role provides an opportunity to join the fast-paced soft commodities environment.

Business Overview

Volcafe Ltd is one of the world’s leading international green coffee trading companies, operating in over 20 countries globally. Our expertise spans green coffee procurement and preparation, sustainability, blending, quality control, risk management and export as well as importing and distribution. We supply the world’s major coffee roasters and retail distributors with their green coffee requirements, with significant strategic growth ambitions for the future. We are part of ED&F Man Commodities, a world leading trader of agricultural products including coffee, sugar, molasses and animal feed.

Volcafe works across the whole green coffee supply chain to make coffee business better, together with our partners and employees. We have built and operate sustainable coffee supply chains across all our origins, addressing key economic, social and environmental issues in coffee farming communities. Our Volcafe Way farmer support programme engages with thousands of coffee farmers and provides a holistic response to the challenges they face.

The position is based from our Global Headquarters in Winterthur, Switzerland.

Key Accountabilities

• Ensure calendar appointments are scheduled accurately and include all relevant details.
• Respond to inquiries via email, telephone, or in person, providing accurate and helpful information.
• Support the organization of international events and meetings, supporting travel and accommodation bookings for employees and visitors.
• Prepare and submit expense reports in a timely manner.
• Manage the procurement of office supplies, maintaining inventory and placing orders when required.
• Arranging courier services as required, coordinating delivery of parcels and other essential services.
• Working alongside building management related to ongoing maintenance / repair works.
• Coordinate the collection of signatures on documents, ensuring proper submission and filing, handling sensitive and confidential information with discretion.
• Oversee clerical duties and administrative processes with professionalism and courtesy, drafting and distribute professional correspondence, including memos, letters, and emails.

Skills and Experience

• A proven administrative assistant background supporting the Executive / C Suite team, preferably in an international business environment.
• Knowledge of office management systems and procedures.
• Excellent written and verbal communication skills in English and German, other languages are beneficial.
• Excellent time management skills and ability to multi-task and prioritise work.
• Attention to detail and problem-solving skills.
• Strong organizational and planning skills.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Familiarity with expense management tools (e.g., Concur).
• Experience with collaboration platforms (e.g., Teams, Zoom, Slack).
• Bachelor’s degree or advanced certifications in a relevant field preferred.

We recognise that talent comes in many forms, and we value potential just as much as experience. If this role excites you but you don’t meet every requirement, we still encourage you to apply.

Our Offer

We provide a fast-paced, stimulating and truly global environment, which will stretch your abilities and channel your talents. We also offer competitive salary and benefits combined with outstanding career development opportunities in one of the global leaders in soft commodity trading.

Our Values

Respect, Integrity, Meritocracy, Client Focus, Entrepreneurship

Our values define who we are. They are the fundamental beliefs that determine our actions and guide our behaviour. They influence the way we communicate and collaborate, and define the way we engage with our clients, partners, and communities. Our values are underpinned by a set of essential behaviours, which form part of our performance management approach. Delivering on our objectives is very much about ‘what’ we do, but these essential behaviours also provide a guide and measure for ‘how’ we do things. Our performance essentials are Take Initiative, Self‐Management, Deliver Results and Collaboration.

Our Commitment

We are committed to creating and sustaining an inclusive and diverse work environment where all employees are treated with dignity and respect. We are committed to promoting equal opportunities in employment and are focussed on actively building and developing diverse teams. All qualified applicants will receive equal treatment without regard to race, colour, sex, gender, age, religion or belief, ethnic or national origin, marital or civil partner status, physical or mental disability, military or veteran status, sexual orientation, gender reassignment (identity, gender expression), genetic information or any characteristic protected by local law.

We are willing to make any reasonable adjustments throughout our recruitment process.