Office manager/Executive Assistant

GenevaPermanentAdministration, Jurisprudence, HR2019-04-15Not Required / Untrained
On behalf of an international company based in Geneva, we are currently seeking for an :

Office manager/Executive Assistant

Your challenges

Office Management

• Manage reception (welcome guests, Answer, screen and forward incoming phone calls)
• Arranging meeting room with especially IT requirements, catering...
• Manage first level of IT support towards employees :
o Liaise with our IT provider all the IT issues
o Arranging for IT accesses for new starters as requested by HR & line managers
• Coordinate maintenance of office equipment
o Setting up and maintaining contracts for all building-related services including liaising with the Regie, alarm, security, cleaning...
o Liaise with providers especially in case
• Manage General clerical duties including :
o Distribution and conveyance of our company's mail (post, fedex,...)
o Photocopying and mailing,
o Provision of coffee, tea, fruits...
• Order front office supplies and keep inventory of stock
• Order RC products and keep inventory of stock
• Company car Management
• Insurance Management
• Organize all meetings, including VIP visits & Company events (such as Christmas party, summer party...),
o liaise with hotel / restaurant & local management
o negotiate hotel / restaurant corporate rates

Team/Executive Support

• Organize all travel arrangements, arrange visas, liaise with travel agency and prepare travel expenses of the team
• Agenda of the MD and general back up to team (help in organizing meetings and logistics, fedex.. )
• Organize all meetings, including VIP visits and events, organize corporate diner, liaise with hotel (negotiate hotel corporate rates)
• Checking with budget owner correct code in line with budget, sending all invoices for payment to the accounting shared services.

Your skills

This position is ideal for a dynamic person with relevant experience and who wants to work in a challenging and international environment.
• Commercial CFC, professional college diploma, FCPM or above
• A first experience as a personal assistant
• Fluency in French and English, written and spoken (Spanish and Portuguese an asset)
• Excellent communication skills
• Fluency with web tools: updating content and maintenance of websites
• Good structured and synthetic approach, flexible, autonomous and good team player
• Proficient with MS Office programs

Your horizons

Your contact

Are you interested? Please apply directly online.

The reference of this job ad is JN -042019-295573.