Senior Administrative Assistant (M/F)
We are a fast-growing scale-up company based in Switzerland, GCC and present in the Nordics, France, Singapore, with global expansion plans.
We help build a more sustainable future by providing local water consumption through design and technology-driven water systems for professionals and private homes.
Our patented innovations and technology inspired by nature enhance the taste of water and use ultrafiltration technology to reduce pollutants, microparticles, pesticides, bacteria, and viruses while consuming little energy.
As a member of 1% for the Planet and recently B Corp certified, social and ecological responsibility is at the heart of every decision we make. Our multicultural team is passionate about customer focus, innovation, and development.
We continue our rapid growth and are looking for a Senior Administrative Assistant to support our Swiss group activities and ensure the smooth operation of our Lausanne office.
Your Mission
You will play a pivotal role in ensuring seamless administrative and office management processes.
* Manage incoming and outgoing correspondence, ensuring efficient distribution and follow-up.
* Oversee and maintain both physical and electronic filing systems.
* Handle administrative communications and inquiries with professionalism.
* Manage insurance contracts and follow up on claims.
* Support corporate administrative tasks, coordinate document signatures, and maintain compliance documentation.
* Assist in HR administration, including recruitment coordination and onboarding of new employees.
* Provide dedicated support to Senior Executives: event coordination, travel bookings, schedule management, and special projects.
* Actively propose improvements of administrative processes to optimize efficiency.
Finance & Accounting Coordination
* Prepare and process intercompany invoices and ensure timely payment follow-ups.
* Prepare expense claims and control credit card statements.
* Handle supplier invoices, ensuring accuracy and timely monthly payments.
* Liaise with external accountants and provide necessary documentation to prepare monthly, quarterly, and annual closings.
* Support the preparation and coordination of annual audits.
Office Management
* Welcome visitors and answer phone calls.
* Ensure perfect setup of welcome area, conference rooms, and kitchen, liaise with landlord and office cleaning company as needed.
* Organize team rotation for daily cleaning duties.
* Organize logistics of team meetings/visits and office events.
* Manage conference room bookings.
* Ensure office stock (IT, phones, keys, archives) is properly organized.
* Monitor and replenish office, kitchen, and bathroom supplies proactively.
* Propose improvements to optimize office costs.
Your Profile
* 3+ years of experience as Administrative Assistant in a Swiss company with international scope.
* Strong organizational skills, with the ability to anticipate needs and act proactively.
* High sense of confidentiality, responsibility, and service excellence.
* Solution-oriented mindset, with a hands-on and flexible approach.
* A positive, dynamic, and team-focused attitude.
* Proficiency in Microsoft Office and ability to quickly adapt to new tools.
* Excellent communication in French (mother tongue / bilingual mandatory) and English (C1 minimum); German is a strong plus.
We Offer
* A permanent position based in a premium office setting in the heart of Lausanne.
* Competitive compensation package and benefits.
* The opportunity to join an agile and friendly team with ambitious projects, disrupting the drinking water industry.