Ref jobup.ch: 2350962 | Date: 6 June 2024
We are looking for a talented Executive Assistant/Office Manager to join our dynamic team.
As Executive Assistant and Office Manager, you will be responsible for providing first-class administrative and organisational support to our management team.
You serve as a central point of contact for various clients, stakeholders and service lines within the firm, contributing to seamless coordination.
Your responsibilities will be divided into 6 major areas:
- Personal assistance to the General Manager and CEO
- Executive support
- Office Management
- Investors’ relations
- Corporate Legal
- Intellectual Property
Executive Assistant / Office Manager
YOUR MISSIONS
Personal Assistance:
- Coordinate the executive’s calendar, meetings and travel arrangements
- Edit the expense reports
- Handle the travels and appointments
- Handle personal correspondence and communications
Executive Support:
Organization of top management internal meetings
- Board meetings
- Executive committees (online weekly meetings, offsite meetings)
- Townhall meetings
- Monthly Management meeting
- Countries Business reviews
- Exco’s weekly meeting
Activities in relation with these meetings :
Provide administrative and organizational support to the executive directors and internal/external stakeholders, including complex calendar management, meeting organization, preparation, and follow-up for both internal and external meetings, presentation preparation, and travel coordination.
Office Management:
- Elaboration and follow up of the budget
- Management of 2 front desk assistants
- Coordination of various activities: fitting-out work, relation with craftsmen / new comers desk assignment and purchase of equipments / mobility policy, parking agreements and assignments / leasehold management and relation with the régie / corporate services (transport, furniture, building management, employees’ benefits and services for a “good place to work”, …) / ensure cost monitoring and follow-up / internal HQ communication
- Events : collaborate with the marketing team to organize and coordinate both internal and external events.
Investors’ relations:
- Prepare and edit correspondence, reports, and presentations.
- Coordinate the investors’ request with the Management.
- Manage the calendar of activities and ensure the follow up of actions.
Corporate Legal:
- Act as a liaison between the executive and external stakeholders (ie: lawyer, notary, …).
- Administrative management of the legal entities (statutes, registers,…).
Intellectual property:
- Administrative management of patents, trademarks and domain names.
- Coordination with internal actors (R&D, marketing, … ).
- Interface with external partners.
- Organize and maintain files and records.
WHO YOU ARE
You have solid experience as an executive assistant, able to manage multiple tasks in tight collaboration with the management.
- Exhibit task prioritization abilities, flexibility, and relevant experience to handle daily challenges efficiently.
- Service and solution-oriented mindset.
- Enjoy working independently, with a team spirit, and proactively.
- Value positive relationships with colleagues and clients, actively building a meaningful network.
- Discretion and confidentiality are essential.
- Excellent verbal and written communication skills in both French and English.
- Good knowledge of IT tools such as Microsoft Office is also required.
CONDITIONS AND ADVANTAGES
- Full time position
- Home office: 1 day per week
- Good Social insurances package
- Attractive remuneration
- Modern infrastructure
- Sports activities during lunch break, Team building
- Agile and international environment
If you're a proactive thinker with a positive attitude, we'd like to hear from you.
Apply today to join a passionate team and contribute to the success of our company.