Office Coordinator

vor 2 Wochen

Baar, Schweiz Exact Sciences Corp Vollzeit

At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The International Office Manager will create a welcoming, positive and inspiring office environment, which includes both organizational and cultural aspects. Tasks include the facilitation of smooth office operations by managing vendor relationships and office budget, orchestrating the organization of internal events and celebrations, and listening to and acting on employee needs to provide a strong contribution to a positive office environment. In addition, the office manager will establish good relationships with our corporate headquarters in Madison, WI, U.S.A. and our country organizations.

This position is based in the Intl. headquarters of Exact Sciences in Baar (ZG), Neuhofstrasse 22.

Essential Duties

Include, but are not limited to, the following:

  • Establish Swiss offices as a pleasant and efficient work environment while ensuring smooth office operations.
  • Welcome guests and address their needs promptly.
  • Manage vendor relationships with respect to office operations. This includes relationships with mobile phone providers and travel agencies, as well as support of our country organizations, real estate, and office supply providers.
  • Act as the internal and external primary point of contact as it relates to office matters and supporting visitors.
  • Maintain security and control access at the reception desk.
  • Define processes to manage the day-to-day office life and contribute to the development and definition of internal policies in collaboration with Finance, HR, and Legal.
  • Partner with HR and employees to help shape the office culture in line with our corporate values.
  • Lead the organization of internal events and celebrations in close collaboration with other team members.
  • Assist new employees with their orientation to the organization by managing logistics and orchestrating the onboarding process for newcomers, including training on processes and office systems.
  • Support management team with requests relating to office space, office environment, and space allocation.
  • Support general administration and provide guidance to administrative support for senior management/functions.
  • Assist with compliance with local and country-specific H&S regulations in Switzerland, as well as Exact Sciences safety standards and corporate policies.
  • Assist with coordinating ergonomic evaluations, perform assessments, and provide recommendations and adjustments as necessary.
  • Assist in maintaining EHS written and training programs.
  • Maintain office supplies and inventory within budget parameters including emergency and first aid supplies.
  • Promote a positive relationship through interaction with local regulatory authority, as needed.
  • Support the EHS Safety Committees as needed in coordination and facilitation of safety meetings including capturing meeting minutes.
  • Coordinate emergency response (evacuation, hazardous material release, etc.) efforts and assist with drills and training.
  • Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
  • Support and comply with the company’s Quality Management System policies and procedures.
  • Train and mentor team members, support written process documentation, and contribute to process improvements.
  • Excellent organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Basic computer skills including Internet navigation, email usage, and word processing.
  • Ability to manage multiple tasks and prioritize competing demands.
  • Self-starter with the ability to shape culture.
  • Ability to act with an inclusion mindset and model these behaviors for the organization.
  • Maintain regular and reliable attendance.
  • Ability to work overtime, including evenings and/or Saturdays, as needed.
  • Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 80% of a typical working day.
  • Ability to work seated for approximately 70% of a typical working day. Ability to work standing for approximately 30% of a typical working day.
  • Ability to lift office supplies or equipment (up to 50 pounds) and reach above shoulder height.
  • Ability to comply with any applicable personal protective equipment requirements.
  • Ability to travel 10% of working time away from work location, which may include overnight/weekend travel.

Minimum Qualifications

  • High School Diploma or General Education Degree (GED).
  • 3+ years of experience in an administrative, hospitality, or role within an office environment.
  • Fluent to read and write in English (C1 or above per CEFR framework) and good understanding of German (reading and writing).
  • Proficient with office equipment (e.g., fax machines and printers).
  • Proficient in Microsoft Outlook, Excel macros and pivot tables, and Word mail merge.
  • Demonstrated ability to perform the Essential Duties of the position with or without accommodation.

Preferred Qualifications

  • Fluent to read and write in German (C1 or above per CEFR framework).
  • Familiarity with Cloudgate or comparable Visitor Management System(s).
  • Familiarity with SAP accounting, financial management.
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