Administration and Facility Officer
We are seeking a highly organized and proactive individual to fill the role of Administration and Facility Officer for one of our clients based in Nyon.
This is a temporary position starting from January 6th, 2025, to August 30th, 2025. The selected candidate will be expected to work at a 50% activity rate with mandatory attendance every morning.
Responsibilities:
* Present the company as a professional, transparent, and proactive culture with a 'service-first' mentality to external guests and internal staff.
* Manage the Reception Desk, ensuring a first point of contact for external visitors and suppliers, maintaining a trusting relationship with them.
* Welcome guests and visitors, ensuring meeting rooms are set up correctly beforehand, including coffee breaks and water.
* Answer reception telephones, forward calls, take messages, and provide general information.
* Manage the generic email inbox, forwarding emails to corresponding colleagues.
* Receive and sort incoming mail and deliveries, manage outgoing mail and shipments.
* Maintain and improve office conditions, implement agreed renovation projects, and arrange necessary repairs.
* Monitor and manage inventory of office supplies, ordering and distributing supplies as necessary.
* Assist with office layout planning 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.
* Support the Senior Leadership Team with administrative tasks like expense reporting, booking, and arranging travel, transport, and accommodation.
* Prepare equipment for new joiners, including badges, uniform orders, and branded welcome kits, as well as support them with accommodation needs.
* Work closely with the CEO and Executive Office Assistant on joint office-related projects when requested and approved by the CEO and Director of Operations and Finance.
* Organize and manage on-site events for members up to 40 participants, including accommodation, lunch/dinner reservations, equipment rental, etc.
* Support the Event Team in coordinating the annual General Assembly, managing administrative tasks linked to the event, such as creating name badges and table cards, and managing the welcome desk abroad during these events.
* Support the Head of People and Culture on various staff and cultural activities, such as helping to organize and deliver staff events and internal communications.
Required Profile:
* 2-3 years of experience in a similar role within Switzerland.
* Experience working in an international and highly political environment.
* Proficient knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting software (MS Teams, Zoom, Skype, etc.).
* Fluent in French and English.
* All aspects of office and reception management experience and aptitude.
* Proven ability to prioritize a diversified workload.
* An extremely organized, 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 can also 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.