Job Title: Administration and Facility Officer
For one of our clients based in Nyon, we are seeking a highly skilled individual for a temporary position starting from January 6th, 2025 to August 30th, 2025.
This is a part-time role with a 50% activity rate, requiring mandatory attendance every morning.
About the Job:
* Present the organization to external guests and internal staff as a professional, transparent, and proactive culture with a 'service-first' mentality.
* Structure and manage the Reception Desk, including:
* Acting as a first point of contact for external visitors and suppliers, maintaining a trusting relationship with them.
* Welcoming guests and visitors, ensuring the meeting room has the correct setup beforehand (coffee break and water).
* Answer reception telephone, forward calls, take messages, and provide general information.
* Manage the generic email inbox, forwarding onto corresponding colleagues.
* Receive and sort incoming mail and deliveries, managing outgoing mail and shipment.
* Maintain and improve office conditions, 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, identifying opportunities for process and office management improvements.
* Manage the delivery of the office budget according to the annual plan.
* Support planning in-house or off-site activities such as staff gatherings.
* Support the Senior Leadership Team with administrative tasks, including expense reporting, booking and arranging travel, transport, and accommodation.
* Prepare equipment for new joiners (badges, uniform order, branded welcome kit…), as well as supporting them if they have accommodation needs.
* Work closely with the CEO and Executive Office Assistant to carry out joint office-related projects when requested and approved by the CEO and the Director of Operations and Finance.
* Organize and manage on-site events for members up to 40 participants (accommodation, lunch/dinner reservations, equipment rental…).
* As part of the Team, support various members and responsibilities in delivering top-class corporate functions, including:
* Supporting 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 to the Head of People and Culture on various staff and cultural activities, such as helping to organize and deliver staff events and internal communications.
About You:
* 2-3 years of experience in a similar role – preferably 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 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 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.