Executive Assistant

vor 3 Wochen

PlanlesOuates, Schweiz Spineart SA Vollzeit

We are looking for a talented **Executive Assistant/Office Manager** to join our dynamic team.

As Executive Assistant and Office Manager, you will be responsible for providing first-class administrative and organisational support to our management team.

You serve as a central point of contact for various clients, stakeholders and service lines within the firm, contributing to seamless coordination.

Your responsibilities will be divided into 6 major areas:

- Personal assistance to the General Manager and CEO
- Executive support
- Office Management
- Investors’ relations
- Corporate Legal
- Intellectual Property

**YOUR MISSIONS**

Ø **Personal Assistance**:

- Coordinate the executive’s calendar, meetings and travel arrangements
- Edit the expense reports
- Handle the travels and appointments
- Handle personal correspondence and communications

Ø **Executive Support**:

- Organization of top management internal meetings
- Board meetings
- Executive committees (online weekly meetings, offsite meetings)
- Townhall meetings
- Monthly Management meeting
- Countries Business reviews
- Exco’s weekly meeting

Activities in relation with these meetings: Provide administrative and organizational support to the executive directors and internal/external stakeholders, including complex calendar management, meeting organization, preparation, and follow-up for both internal and external meetings, presentation preparation, and travel coordination.

Ø **Office Management**:

- Elaboration and follow up of the budget
- Management of 2 front desk assistants
- Coordination of various activities:

- fitting-out work, relation with craftsmen
- new comers desk assignment and purchase of equipments
- mobility policy, parking agreements and assignments
- leasehold management and relation with the régie
- corporate services (transport, furniture, building management, employees’ benefits and services for a “good place to work”,)
- ensure cost monitoring and follow-up
- internal HQ communication
- Events : collaborate with the communication team to organize and coordinate both internal and external events.

Ø **Investors’ relations**:

- Prepare and edit correspondence, reports, and presentations.
- Coordinate the investors’ request with the Management.
- Manage the calendar of activities and ensure the follow up of actions.

Ø **Corporate Legal**:

- Act as a liaison between the executive and external stakeholders (ie: lawyer, notary,).
- Administrative management of the legal entities (statutes, registers, ).

Ø **Intellectual property**:

- Administrative management of patents, trademarks and domain names.
- Coordination with internal actors (R&D, marketing,).
- Interface with external partners.
- Organize and maintain files and records.

**WHO YOU ARE**

You have solid experience as an executive assistant, able to manage multiple tasks in tight collaboration with the management.
- Exhibit task prioritization abilities, flexibility, and relevant experience to handle daily challenges efficiently.
- Service and solution-oriented mindset.
- Enjoy working independently, with a team spirit, and proactively.
- Value positive relationships with colleagues and clients, actively building a meaningful network.
- Discretion and confidentiality are essential.
- Excellent verbal and written communication skills in both French and English.
- Good knowledge of IT tools such as Microsoft Office is also required.

**CONDITIONS AND ADVANTAGES**
- Full time position
- Home office: 1 day per week
- Attractive remuneration
- Good Social insurances package
- Modern infrastructure
- Sports activities during lunch break, Team building
- Agile and international environment

If you're a proactive thinker with a positive attitude, we'd like to hear from you.

Type d'emploi : 100%

Avantages:

- Pension d'entreprise
- Subvention pour l'utilisation des transports publics

Programmation:

- Du Lundi au Vendredi
- Travail en journée

Lieu du poste : En présentiel

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