Administration and facility officer

Introduction

Description de la mission

• Present the company to external guests and internal staff as a professional, transparent, and proactive culture with a ‘service-first' mentality
• Structuring and managing the Reception Desk, and in particular:
• Acting as a first point of contact for external visitors and suppliers and maintain a trusting relationship with them.
• Welcoming guests and visitors and making sure the meeting room has the correct set up beforehand (coffee break and water)
• Answer reception telephone, forward on calls, take messages, and provide general information.
• Manage the generic email inbox and forward onto corresponding colleagues.
• Receive and sort incoming mail and deliveries and manage outgoing mail and shipment.
• Maintaining and improving the office condition, working on implementing agreed renovation projects and arranging necessary repairs
• Monitor and manage inventory of office supplies; order and distribute office supplies as necessary.
• Assist with office layout planning when needed and identify opportunities for process and office management improvements.
• Manage the delivery of the office budget in accordance with the annual plan.
• Support in planning in-house or off-site activities such as staff gatherings
• Supporting the Senior Leadership Team (i.e., the 5 Directors who report to the CEO) with administrative tasks such as expense reporting, booking and arranging travel, transport and accommodation.
• Preparing the equipment for new joiners (badges, uniform order, branded welcome kit…) as well as supporting them if they have accommodation needs..
• Working closely with the CEO and Executive Office Assistant to carry out joint office-related projects when these are requested and approved by the CEO and the Director of Operations and Finance
• Organising and managing on-site events for members up to 40 participants (accommodation, lunch/dinner reservations, equipment rental…)
• As part of the Team, supporting the various members and responsibilities of that team in delivering top class corporate function, including:
• Supporting the Event Team in coordinating the annual General Assembly, managing administrative tasks linked to the event, as creating name badges and tables cards, and managing the welcome desk abroad during these events.
• Support to the Head of People and Culture on various staff and cultural activities, such as helping to organise and deliver staff events and internal communications.

Profil attendu

• 2-3 years of experience in a similar role – in Switzerland
• Experience within an international and highly political environment
• Proficient knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint and Teams) and virtual meeting software (MS Teams, Zoom, Skype, …)
• Fluent in French and English
• All aspects of office and reception management experience and aptitude
• Proven ability to prioritize a diversified workload.
• An extremely organised, methodical, and solution-oriented personality with excellent time and project management skills
• Demonstrated hands-on attitude, effectiveness in being proactive and taking initiatives.
• A team player who is also able to work independently.
• Strong interpersonal, networking and communication skills.
• Ability to engage with stakeholders at all levels internally and externally.
• Flexible with proven service orientation
• Collaborative and resourceful with a positive mindset