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For one of our clients based in Nyon, we are looking for an :
Administration and Facility Officer M/F
Administration and Facility Officer M/F
Temporary assignment for 3 months
Full-time position
Full-time position
Stellenbeschreibung
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.
Erwartetes Profil
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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