Family office Offres d'emploi - Vaud (VD)

About Frontiers:

At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet.

We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers.

Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.

To learn more about our impact and culture, please watch this video

The role:

We're looking for a proactive and highly organized Office Specialist to support the daily operation of our Lausanne hub and ensure a professional, safe, and welcoming environment for employees and visitors.

As a key member of the Events and Workplaces team, you will maintain high workplace standards across both front-of-house and back-of-house areas, ensuring spaces are functional, organized, well-maintained, and ready for use at all times. You'll work closely with the Head of events and workplaces, Office manager, Events team, IT Services, and Security officer to deliver an excellent workplace experience and create an environment where employees feel safe, supported, and able to do their best work.

This is a hands-on role suited to someone who enjoys being out on the floor, taking ownership, solving problems, and continuously improving the workplace experience. You'll spend much of your day moving throughout the office, ensuring spaces are maintained to a high standard and addressing issues before they impact employees.

What you’ll be doing:

• Be a visible presence throughout the workplace, regularly walking the office to ensure spaces are clean, organized, safe, functional, and ready to use
• Take ownership of workplace standards across meeting rooms, collaboration spaces, kitchens, storage areas, and common spaces, addressing issues before they impact employees
• Proactively identify and resolve minor maintenance, repair, and operational issues, escalating where required
• Manage workplace supplies, equipment, inventory, mail, deliveries, and storage areas, ensuring everything remains organized, stocked, and operational
• Coordinate maintenance requests, workplace improvements, and relationships with vendors, service providers, and building management
• Provide friendly, responsive support to employees and visitors and act as a trusted point of contact for workplace-related requests
• Support onboarding and offboarding logistics, including workspace preparation and office orientation
• Support the setup and delivery of workshops and internal events in partnership with the Events team
• Partner with IT Services and Security to support physical security, safety, and compliance requirements
• Identify opportunities to improve the functionality, appearance, and overall workplace experience

About you:

You are highly organized, detail-oriented, and genuinely enjoy helping others. You take pride in creating environments where people feel welcome, supported, and able to do their best work. You're happiest in a role that keeps you active and engaged throughout the day, moving around the workplace, interacting with colleagues, and ensuring everything is running smoothly. You notice the details others miss, enjoy keeping spaces organized, functional, and well maintained, and take ownership of resolving issues before they become problems.

Requirements

Ideally, you have:

• Experience in workplace operations, facilities, hospitality, or a similar role
• Knowledge of workplace health and safety practices
• Experience working with building management, contractors, and service providers
• Experience managing stock, inventory, workplace equipment, and operational assets
• A proactive, hands-on approach and willingness to take ownership
• Excellent organizational skills and strong attention to detail
• Confidence managing multiple priorities in a fast-paced environment
• A practical, solution-oriented mindset
• Business-level English and French

Bonus points for:

• Basic maintenance, repair, or DIY skills and confidence resolving minor workplace issues
• Experience supporting workshops, meetings, or internal events
• Basic IT or AV troubleshooting skills

Benefits

• We prioritise office presence and emphasise in-person collaboration, but also offer appropriate adjustments where needed, in line with company policy
• Extra wellbeing days on top of your annual leave allowance
• Up to 3 paid volunteering days each year
• 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal & financial support)
• Learning & development support via the Frontiers Learning Hub
• Competitive local benefits country dependent (e.g. healthcare and pension/retirement provision)

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.