Office Administrator & Executive Assistant

Job Overview

The role of the Office Administrator & Executive Assistant is to ensure the functioning of our office infrastructure, to support the team in diverse tasks and to assist the Executive Director in all aspects.

Responsibilities

• Keep office and administration of IGDS in best functional shape in order to provide ideal working environment for team
• Track, maintain and order office supplies. Oversee the maintenance of files, contracts, office facilities and equipment
• Coordinate office activities and operations to secure efficiency and compliance with company policies including the organisation of meetings
• Set-up agenda for subject matter related meetings and follow-up outcome
• Carry out clerical duties such as preparing documents, taking minutes, answering phone calls, welcoming guests, being responsible for incoming and outgoing mail
• Perform basic accounting management, resolve billing questions, issue and follow up invoices
• Supervise our Database Manager, create and update records of different databases
• Prepare and publish our weekly digital magazine and provide support to website maintenance
• Assist in preparation, conduction and follow-up of our annual major event abroad
• Act as a liaison between our organisation and external partners
• Organise and prepare ad-hoc projects, presentations, statistics and surveys
• Manage and foster Liaison Officer network and company profiles
• Oversee and control the calendars of the Executive Director and the team
• Coordinate and follow-up scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
• Organise complex international business trips for the Executive Director
• Work closely on selected projects with Executive Director

Requirements

• Work experience as an Administrator, Office Manager, Personal Assistant or similar role
• Strong time-management skills and the ability to organize and coordinate multiple projects
• Tech-savvy, knowledgeable in Microsoft Office (Word) and other office productivity tools with a readiness to learn new software and website systems
• Reliable organizational skills with attention to detail
• Easy-going to deal with diverse multicultural groups of people, including Board members and senior executives
• Ability to complete on time a high volume of tasks and projects independently
• Proficient English speaker, other languages are of advantage
• Strong verbal and written communication skills
• Ready for one international business trip per year
• Open minded team player with service mentality and commercial formation
• Maintain professionalism and strict confidentiality with all contacts, materials, and exercise discretion when interfacing with the business

Entry date

Immediate or as per agreement

This position 80-100% position is destined to a team member who enjoys working in a multi-cultural environment and is interested in retailing. A highly organised, reliable and flexible individual is expected who is open to work with a small team at our office in Zurich city (no home office). Please send you application directly to Write an email. Thank you.