INTRODUCTION:
For one of our clients based in Nyon, we are looking for an :
Administration and Facility Officer M/F
Temporary assignment for 3 months
Full-time position
DESCRIPTION DE LA MISSION:
Reception and Visitor Management:
1. Serve as the primary point of contact for external visitors and partners, fostering positive and trustworthy relationships.
2. Prepare meeting spaces in advance (setup, refreshments, supplies) to ensure a smooth guest experience.
3. Handle incoming calls, direct inquiries, and relay messages efficiently.
4. Manage the general email inbox, filtering messages and forwarding them to the relevant colleagues.
Resource and Logistics Management:
1. Receive, sort, and distribute incoming mail and packages.
2. Coordinate outgoing shipments and deliveries.
3. Monitor office supply levels and place orders as needed.
4. Contribute to office layout planning and identify improvement opportunities.
5. Manage the office budget, ensuring alignment with annual financial plans.
Administrative Support and Event Coordination:
1. Assist the Senior Leadership Team (5 directors reporting to the CEO) with administrative tasks, including expense reporting and travel arrangements.
2. Organize onboarding materials for new employees (badges, uniforms, welcome kits) and support accommodation needs when necessary.
3. Collaborate with the CEO and Executive Office Assistant on office-related projects when approved by management.
4. Coordinate in-house or off-site activities and events, hosting up to 40 participants (accommodation, catering, equipment rental).
Team Project Contribution:
1. Support the Event Team in organizing the annual General Assembly, handling administrative tasks (name badges, seating arrangements) and assisting at the welcome desk.
2. Collaborate with Human Resources to plan and execute staff events and internal communication initiatives.
PROFIL ATTENDU:
Professional Experience:
1. 2-3 years of relevant experience in a similar position, preferably in Switzerland.
2. Demonstrated experience in international and complex environments.
3. Strong background in office and reception management, with proven competence in handling diverse tasks.
Technical Skills:
1. Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Teams).
2. Skilled in using virtual meeting tools (MS Teams, Zoom, Skype, etc.).
Language Skills:
1. Fluent in both French and English.
Organizational and Interpersonal Skills:
1. Exceptional ability to manage and prioritize a varied workload.
2. Highly organized, methodical, and solution-oriented, with strong project and time management abilities.
3. Proactive mindset, with the capacity to take initiative and adapt to changing circumstances.
4. Strong communication and networking skills, with the ability to engage effectively with stakeholders at all levels, both internally and externally.
Personal Attributes:
1. Collaborative team player, while being capable of working independently when necessary.
2. Service-oriented with a flexible and positive attitude.
3. Resourceful, detail-oriented, and committed to delivering high-quality outcomes.
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