Executive Assistant

vor 3 Wochen

Zurich, Schweiz kessler.vogler GmbH Vollzeit

For our client, a global financial technology company based in Zurich, we are currently looking for an experienced office manager who will support the daily activities of the company and will serve as the face of our client’s Zurich office in the reception and hospitality areas, for a limited 6 months-period (maternity leave cover).

You will be responsible for coordinating and organizing daily operations, office administration, and management of the physical office space. Moreover, you will work alongside building management to ensure quality service and hospitality for clients and colleagues alike. A wide range of tasks each day will include scheduling, onsite events, food service, staffing, and you will take an active role in making sure the physical spaces are clean and orderly. In addition, to maintaining the day-to-day activity in the office, you will play an important role in event planning and management as well.

**Responsibilities**:

- Executive Assistance to 2 Managing Directors
- Establish and maintain all office protocols, facilities management, and maintenance
- Build relationships with building maintenance team, mailing, vendors, etc.
- Plan and coordinate repairs, installations, and refurbishments of office equipment when necessary
- Assist management with negotiations of office vendors, service providers, and budgeting of office expenses
- Place orders and maintain office supply inventory
- Maintain a safe and secure working environment, ensuring the spaces are following safety protocols
- Knowledge of all emergency response plans
- Support the receptionist and administrative team as needed
- Organize and communicate inbound and outbound mail processes, receive deliveries, and coordinate with local carriers and building management
- Oversee kitchen spaces, and ensure kitchens are properly stocked and orderly
- Coordinate and manage events (happy hours, meetings, offsite events, etc.)
- Support during the design and build out of the office space
- Proven “no job too small” attitude

**Profile**:

- 4-7 years of relevant professional experience with office management responsibilities, and/or relevant experience in hospitality or corporate administration
- Ability to manage and prioritize a wide range of administrative and executive support related tasks
- Take on important initiatives and be able to do so with a team or independently
- Energetic and engaged professional who is passionate about working with people and exceeding expectations
- Demonstrate project support skills across a wide range of disciplines
- Detail-oriented and strong problem-solving skills
- Excellent written and verbal communication skills
- Fluent in English and German
- Teamplayer
- Very good MS Office skills

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