Switzerland
👋 Hi, I’m Paula Vangrieken. 💼 I’m a trilingual Administrative Assistant with a strong background in executive support, front desk management, and cross-functional coordination. With several years of experience supporting C-level leaders in international environments, I’ve developed a reputation for being resourceful, reliable, and people-oriented. ✨ I thrive in dynamic settings where precision, discretion, and empathy are key. Whether managing high-level calendars, planning business travel, organizing events, or ensuring smooth front desk operations, I bring structure, calm, and a service mindset to everything I do. 🌍 My multicultural background and multilingual skills allow me to navigate diverse teams and adapt to different professional contexts. I've also contributed to projects related to human rights and academic research, which reflects my passion for meaningful work. 🍃 Outside of work, I enjoy spending time in nature, exploring gourmet dining, and practicing ceramics as a creative outlet and mindfulness practice. 💪 Key strengths include strong organizational skills, attention to detail, cross-cultural communication, and a proactive mindset, all essential qualities for providing impactful support in dynamic work environments.
• Managed front desk operations, overseeing reception, calls, and mail. • Supported cross-functional teams through business operations and administrative tasks, including drafting, reviewing, and coordinating formal correspondence, managing documentation workflows, and ensuring timely follow-up. • Supported executive and team priorities through scheduling, documentation, reporting, and follow-up activities. • Ensured operational readiness of internal meetings through room booking, meeting room setup, coordination with IT for technical readiness, and preparation of meeting-related documentation. • Supported HR and people operations activities, including onboarding, interview scheduling, and recordkeeping. • Managed documentation, confidential records, and internal communications in compliance with company procedures. • Coordinated domestic and international travel arrangements, including flights, accommodations, visas, and itineraries, while processing expenses in compliance with company policies. • Acted as a trusted liaison between executives and internal/external stakeholders, ensuring timely communication of key decisions and handling confidential information with discretion. • Supported the Executive Assistant to the CEO in coordinating board-level activities and executive priorities for seamless operations.
• Administrative support to all front desk activities (especially front desk operations and customer services) while ensuring timely and accurate customer service to employees and external visitors. • Provide administrative and operational support to HR Business Partners and HR Services for HR Administrative tasks.
• Provide administrative support and act as the first point of contact for customers, guests and employees • Independently carry out central tasks and take over vacation relief at the reception desk • Receiving calls, conducting room and train reservations, and verifying existing bookings • Organize meeting rooms and catering, ensuring the well – being of guests during events or internal functions
• Reviewed and proofread technical documents, including project integrity management reports and business innovation strategies, ensuring clarity, consistency, and accuracy. • Conducted in-depth research on innovation strategies in the WASH (Water, Sanitation, and Hygiene) sector to support data-driven decision-making. • Organized and coordinated virtual meetings, workshops, and events, delivering technical support and ensuring smooth execution of online sessions. • Reviewed and validated technical documentation for accuracy, consistency, and alignment with project requirements
• Organized orders to ensure timely loading and shipment • Operated and monitored machinery • Performed quality inspections and managed the packing of finished products • Maintained a clean and hygienic production environment
Relocation to Switzerland
• Offer customers the product portfolio • Arrange meetings and business trips • Handle communication with costumers • Monitor the fulfillment of customers' orders • Delegate customer's orders to work teams • Supervise and evaluate staff members • Support employees with work schedules