Junior Administrative Assistant

Job Title: Junior Administrative Assistant (60 – 100%)

Company: Salona Consulting GmbH

Location: Lucerne, Lucerne, Switzerland

About Us: There are more than 4 million people of Croatian ancestry around the world. Salona Consulting is the first agency specializing in assisting these descendants to reconnect to their Croatian heritage by claiming Croatian citizenship by descent. We are a small but growing team based in the city of Lucerne, and we are seeking a dedicated and detail-oriented Junior Administrative Assistant to join our team and contribute to our continued success.

Position Overview: As a Junior Administrative Assistant at Salona Consulting, you will play a crucial role in ensuring the smooth and efficient operation of our office and daily administrative tasks. You will work closely with our team to provide administrative support, coordinate office activities, and assist in managing daily tasks.

Key Responsibilities:

1. General Office Support:

• Manage office operations, including organizing office supplies and maintaining an orderly workspace.

• Handle incoming and outgoing correspondence (emails, mail, phone calls) and direct inquiries to the appropriate team members.

• Assist in scheduling meetings, booking appointments, and managing team calendars.

2. Document Preparation and Filing:

• Prepare and format documents, reports, and presentations as needed.

• Organize and maintain both physical and digital filing systems, ensuring that all documentation is properly categorized and up to date.

• Assist in maintaining legal paperwork and contracts related to client services.

3. Client Support:

• Provide administrative support in responding to client inquiries, helping gather required documents, and sending routine communications.

• Assist with onboarding new clients by preparing introductory documentation and client welcome packets.

• Track and log client interactions in the company’s CRM system.

4. Data Entry and Record Keeping:

• Input client information, project details, and other relevant data into the company’s database or project management system.

• Ensure accuracy and consistency in records, updating and correcting information as necessary.

5. Team Support:

• Assist other team members with administrative tasks, including preparing documents for meetings, printing materials, and organizing resources.

• Help prepare and distribute internal communication, including team meeting agendas, newsletters, and other announcements.

7. Basic Financial and Billing Tasks:

• Assist with simple invoicing, billing, and expense tracking.

• Help maintain records of transactions and receipts for the accounting team.

This role is ideal for someone who is organized, proactive, and eager to support daily administrative functions while learning more about business operations at Salona Consulting.

1. Education & Experience:

• High school diploma or equivalent (required).

• Administrative or office experience (preferred, but entry-level candidates are welcome).

2. Skills:

• Strong written and verbal communication in English.

• Knowledge of Croatian, Spanish and/or Portuguese (a plus but not required).

• Proficiency in Microsoft Office (Word, Excel, SharePoint, Outlook).

• Familiarity with online collaboration tools (Zoom, Microsoft Teams, Slack).

• Knowledge of CRM software (HubSpot) and project management tools (Scoro, Trello) (preferred but not required).

• Excellent organizational and multitasking skills.

• Ability to learn quickly and adapt to new tasks in a fast-paced environment.

3. Mindset for a Growing Company:

• Comfortable working in a small, evolving company where responsibilities may shift.

• A proactive, hands-on approach with a willingness to tackle a variety of tasks.

4. Teamwork & Flexibility:

• Strong team player with a positive attitude.

• Ability to work independently and propose solutions.

5. Client-Focused:

• Excellent customer service skills with attention to detail.

• Professionalism and discretion in handling sensitive information.

This role suits someone ready to grow with a small, dynamic company and take on varied responsibilities as needed.

• Office location in the heart of Lucerne.
• Competitive salary.
• Flexible work schedule (60-100%).
• Collaborative and inclusive team culture.
• Opportunity to work on diverse projects with international clients.

How to Apply: If you are a motivated and detail-oriented individual looking to join a growing SME, we encourage you to apply. Please send your resume and a cover letter outlining your qualifications and explaining why you would be a great fit for Salona Consulting.

For this position, we can only consider Swiss nationals or professionals holding an existing Swiss permit.

Application Deadline: 20.10.2024.

We thank all applicants for their interest in Salona Consulting, but only those selected for an interview will be contacted.

• We consider all qualified applicants for employment regardless of race, ethnicity, religious beliefs, gender, sexual orientation, gender identity, national origin, age or disability, in accordance with applicable law.

We do not accept applications from recruitment agencies for this position.