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