Office Administrator

Job Description - Office Administrator (26000010)

Job Description

Office Administrator-(26000010)

Description

This is a part-time position, Monday to Thursday mornings, for a six-month coverage period.

Duties :

• Answering all incoming switchboard enquiries professionally and : (i) routing calls to the relevant destination quickly; or (ii) passing messages on via e-mail within 30 minutes
• Greet all visitors upon arrival and ensure they are announced to their host
• Monitor stock levels of drink, stationery, office, apartment and other consumable supplies and order as required, under the guidance of the European Facilities Manager to remain within budget
• Assist with processing office post, including couriers (DHL), printing stamps (A-Post for small and large letters), emptying post from mailbox and distributing as necessary
• Ensure visiting staff to the office have a first-class experience, making sure they :
• are provided with a visitor access pass;
• are booked into the corporate apartment and given necessary details (if applicable); &
• have a desk / office allocated to and prepared for them
• Prepare the apartment for any visitors due including setting up access card in lock box
• Overseeing the apartment booking process (managing schedule, receiving requests, sending the form to requestors, awaiting for COO approval and sending confirmation)
• Be the contact person for any supplier / vendor visits
• Requirement to attend Park Tower AGM taking place in springtime 2026 (attendance in person with Managing Director)
• Supporting SVPs with ad hoc tasks
• Supporting organization of social events during 2026
• Sending quarterly rental invoices to Allied World’s tenant in Park Tower (Heritage B)
• Checking the office for and the reporting of any relevant faults (printer, video conference, kitchen facilities etc.)
• Organizing the Swiss Executive Management Committee in agreement with the Managing Director and Company Secretary, including scheduling the meetings in Outlook, preparing agendas, sending invitations, preparation and distribution of materials
• Processing invoices in Concur (checking and, if necessary, adding documentation) and submitting to the European Facilities Manager for approval
• Update Swisscom tracking spreadsheet, and adding allocation details to invoices with support from Payments team in Finance
• Provide support to Swiss Finance team by preparing biweekly reports from EDW
• Provide organizational support to Reinsurance team members for conferences

Qualifications

Job requirements :

Primary Location

: CH-CH-Zurich

Work Locations

: ZugPark Tower 15th FloorGubelstrausse 246300Zurich

Job

: Administration

Employee Status

: Regular

Job Type

: Standard

Job Posting

: Feb 20, 2026, 10 : 30 : 08 AM

Pay Basis

Yearly