Office Assistant 60% for 6 months

Geneva

Beschreibung

Ensure the smooth day-to-day running of the Geneva office
Provide administrative support to senior management - 4 days per week

About Our Client ##

Our client is a FMCG.

Job Description ##

Reporting to the General Manager, the Office Assistant will play a key role in maintaining an efficient, organized and welcoming workplace. Acting as a central point of contact for employees, visitors and external partners, this position combines office coordination, administrative support and facilities management responsibilities.

Key ResponsibilitiesOffice Operations & Facilities Management

Act as the first point of contact for employees, visitors, suppliers and incoming calls.
Ensure the smooth day-to-day operation of the office environment.
Manage office supplies, stationery and workplace equipment.
Coordinate maintenance requests, cleaning services, courier providers and other office-related vendors.
Oversee security access, parking allocations and general facilities administration.
Ensure office spaces remain professional, organized and fully operational.

Administrative Support

Provide comprehensive administrative support to the General Manager.
Coordinate calendars, meetings and travel arrangements.
Prepare presentations, reports, correspondence and business documents.
Support various departments with administrative and organizational tasks.
Maintain accurate filing systems and company records.
Perform data entry and document management activities as required. \[Office Assistant | PDF\]

Vendor & Budget Coordination

Manage relationships with external service providers and suppliers.
Assist with invoice review and administrative budget tracking.
Monitor office-related expenditures and support cost control initiatives.
Ensure timely processing of office and facilities-related requests.

Meetings, Travel & Events

Organize internal meetings and external appointments.
Coordinate business travel, accommodation and related logistics.
Support the planning and execution of company events and team activities.
Ensure efficient meeting room management and hospitality arrangements.

Mail & Correspondence

Manage incoming and outgoing mail, parcels and courier deliveries.
Coordinate communication with internal and external stakeholders.
Handle confidential information with discretion and professionalism.

The Successful Applicant ##

Experience

Minimum 5 years' experience in an Office Assistant, Office Coordinator, Executive Assistant or similar administrative support role.
Previous experience within an international, corporate or fast-paced environment.
Strong experience supporting senior management is considered a distinct advantage.

Skills & Competencies

Excellent organizational and multitasking abilities.
Strong attention to detail and ability to prioritize effectively.
Service-oriented approach and proactive mindset.
Excellent interpersonal and communication skills.
Ability to work autonomously while collaborating effectively with multiple stakeholders.
Positive attitude, flexibility and willingness to contribute beyond core responsibilities.
High level of discretion and professionalism.

Technical Skills

Proficiency in Microsoft Office Suite, particularly Outlook, Word, PowerPoint and Excel.
Experience using SharePoint and document management systems.
Strong administrative and organizational capabilities.

Languages