Office Administrator

Job Summary:

JOB DESCRIPTION – OFFICE ADMINISTRATOR

Location: DÜBENDORF, ZÜRICH, SWITZERLAND

Division: Ticketmaster Central Europe | Market Switzerland

Contract Terms: Full time (42.5 hours per week)

THE JOB

The Office Administrator within the Ticketmaster-CH team is a role with these principal functions:

To ensure services are provided efficiently and to a high standard for Ticketmaster’s office to run smoothly. The role involves all aspects of Office Management, interaction with landlord regarding facility management, including manual tasks and ensuring the office is health & safety compliant on a day-to-day basis.

Supporting the local Ticketmaster-CH team with administrative tasks, coordinating travel and events as may be required, ensuring a high quality of welcome for visitors to the TM offices, and working closely with regional counterparts to optimize administrative processes and aligning with global practices wherever possible.

Acting as a point of contact for clients, partners and service providers in their interaction with the local Ticketmaster-CH team and office. Ensuring a high quality of communication and dissemination of information.

WHAT YOU WILL BE DOING

1. Oversee inventory and supplies for the office / building.
2. Maintain, adjust, and establish office policies.
3. Oversee and liaise with outside contractors and provide onsite orientation.
4. Collaborate with landlord and building manager regarding service budgets and office renovations.
5. Administration of keys and keycards for the business premises.
6. Provide general support to visitors.
7. Internal and external appointment coordination for our local MD.
8. Travel planning, booking and travel expense reporting for our team members and local MD as may be required.
9. Organization of team events such as: Christmas parties, summer parties, Teambuilding events (Passport program and other).
10. Process incoming and outgoing mail.
11. Contracts management: monitor contracts process, archiving, creation of resubmissions and monitoring of deadlines.
12. Cooperation with various departments and ensuring smooth communication between departments.
13. Support of the Sales Department: communication with promoters, external vendors/suppliers, tenders, research, trade show planning.
14. Support of the Customer Service Department: precedence of incoming mail, customer communication.
15. Support of the Legal Department: allocating tasks and assignments to various departments and monitoring deadlines regarding dunning notices, insolvency proceedings and customer complaints.
16. Support of the HR/Finance Department: assisting in the On- and Offboarding of employees, processing of incoming and outgoing mail, assisting in the management of general employee benefits. Responsible for maintaining accurate and digital filing system.
17. Support of the Accounting Department: preparatory accounting, verification and digitalization of incoming invoices, cash/treasury management, credit card accounting.
18. Collaboration on live events, supporting the onsite teams on selected occasions.

WHAT YOU NEED TO KNOW (or TECHNICAL SKILLS)

1. Experience in a similar role.
2. Highly proactive, organised, and capable of managing multiple priorities.
3. A strong administrator background with ability to multi-task in a fast-paced environment and meet tight deadlines.
4. Excellent spoken and written German and English language skills. French is preferred.
5. Excellent communication skills.
6. Strong attention to detail.
7. Proficient to advanced skills with all MS office products.
8. Promotes a positive and friendly attitude to work.
9. Responds with flexibility and resilience when faced with multiple demands, shifting priorities or rapid change.

YOU (BEHAVIORAL SKILLS)

1. Relationship Management & Collaboration- building and fostering strong trust-based relationships with clients and internal partners across the organization. Ability to manage conflict effectively and productively. A skilful and collaborative team player with the ability to network effectively up, down and across the business. Intuitive and empathetic.
2. Problem Solving and Innovation - Gathering appropriate perspective and insights related to client issues and seeking win-win solutions by remaining open to alternative approaches and being proactive in generating new ideas. Ability to maintain a balanced perspective and see all sides of an issue and manage problems in a timely and effective manner.
3. Personal Credibility/Integrity - Possess a track record of success, have earned trust, instill confidence in others, have credibility and buy in with key business leaders, demonstrate integrity, ask important questions, frame complex ideas in useful ways, take appropriate risks, provide candid observations, and offer alternative perspectives on business issues. S/he should be forthright, direct and widely trusted. Demonstrates humility.
4. Effective Communication/Facilitation Skills - Be an effective and articulate communicator, work with managers to send clear and consistent messages, be an effective communicator in writing, facilitation, facilitate internal communication processes, and facilitate dissemination of internal customer information.
5. Organizational Skills - Manages competing priorities of several teams/departments/locations. Task and project management orientation (with the ability to hold others accountable). Able to work independently.

LIFE AT TICKETMASTER

We are proud to be a part of Live Nation Entertainment, the world’s largest live entertainment company.

Our vision at Ticketmaster is to connect people around the world to the live events they love. As the world’s largest ticket marketplace and the leading global provider of enterprise tools and services for the live entertainment business, we are uniquely positioned to successfully deliver on that vision.

We do it all with an intense passion for Live and an inspiring and diverse culture driven by accessible leaders, attentive managers, and enthusiastic teams. If you’re passionate about live entertainment like we are, and you want to work at a company dedicated to helping millions of fans experience it, we want to hear from you.

Our work is guided by our values:

Reliability - We understand that fans and clients rely on us to power their live event experiences, and we rely on each other to make it happen.

Teamwork - We believe individual achievement pales in comparison to the level of success that can be achieved by a team.

Integrity - We are committed to the highest moral and ethical standards on behalf of the countless partners and stakeholders we represent.

Belonging - We are committed to building a culture in which all people can be their authentic selves, have an equal voice and opportunities to thrive.

EQUAL OPPORTUNITIES

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and homelife. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It's talent that matters to us and we encourage applications from people irrespective of their gender, race, sexual orientation, religion, age, disability status or caring responsibilities. #LI-JCK #LI-Onsite