Office Manager
vor 1 Monat
We're looking for an ambitious person who can join us as Office Manager/Executive Support and is eager to roll up their sleeves and help us grow the company globally. You will become an integral part of our hands-on startup, & fun team and having a big impact on the future development of our company and our people.
**Who are we?**
Hive-Zox is a Swiss Innovative Technology company that is creating new solutions to solve the issues of supply chains and logistics. We are using all aspects of IoT with an aim to be able to one day track and monitor every product to optimise logistics and provide customers with guarantees and safety.
Our purpose is to improve the quality of life for people and our impact on the environment by improving and optimising logistics. To meet this vision, we develop all our solutions using the three Rs principal: Helping our clients to _Reduce_(their carbon emissions, waste and costs), _Reuse_ (circular economy products) and _Recycle_ (green recycling program).
Our Vision and Mission is to lead the way to autonomous logistics by providing start of the art technology to harvest, process and serve trustworthy data.
A career at Hive-Zox is for those who want to be innovative
**What’s the job?**
We are looking for an Office Manager/ Executive Support to organize and coordinate administration duties and support our CEO. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
Previous experience as an Office Assistant or Office Manager would be ideal, as well as a keen interest in learning a business from inside. Experience with accounting principles would be an added bonus. The right person would also have experience with a variety of office software and be able to accurately handle administrative duties.
**Responsibilities**
As office manager:
Serve as the point person for office manager duties including:
- Maintenance
- Mailing
- Supplies
- Equipment
- Bills
- Errands
- Address queries regarding office management issues (e.g. stationery, Hardware, invoices).
- Liaise with facility management vendors, including cleaning, catering and security services.
- Organize the office layout and order stationery and coordinate with IT on equipment needs.
- Organize office operations and logistics, including shipping and receiving of product.
- Manage office G&A budget, ensure accurate and timely reporting.
- Ensure that all items are invoiced and paid on time.
- Manage contract and price negotiations with office vendors, service providers and office lease.
- Provide general support to visitors and assist in the onboarding process for new hires.
- Partner with People & Culture to plan in-house or off-site activities, like parties, celebrations and conferences.
As executive support:
- Schedule meetings and appointments.
- Manage and maintain CEO’s calendar including scheduling appointments, internal/external meetings and conference calls.
- Coordinate CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel needs.
- Draft and edit correspondence, communications, presentations and other documents on behalf of CEO.
- Complete monthly expense reconciliation for CEO’s credit card and out of pocket expenses.
- Serve as a liaison with internal staff at all levels.
- Prepare agendas for meetings, briefing materials and presentations as needed to support the CEO.
**Requirements and skills**
- A first experience as an Office assistant, or Administrative Assistant.
- Proficiency in MS Office (MS Excel and MS Outlook, in particular) and ability to learn a variety of digital tools.
- Hands on experience with shipping, mail management and logistics would be a plus.
- A pro-active, self starter with plenty of initiative.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills in a fast-paced environment.
- Humility and ability to roll up their sleeves to get the job done.
- A creative mind with an ability to suggest improvements.
- High School or university qualification; additional qualification to show continuous learning will be positively viewed.
- English and French are required for this role.
**Job Types**: Full-time, 80-100%, Permanent
**Salary**: From CHF60,000.00 per year
**Benefits**:
- Company events
- Free drinks
Schedule:
- Monday to Friday
Application Question(s):
- Have you had a first experience as an office assistant/manager?
- Are you a pro-active, self starter, with plenty of initiative, who is ready to work in a early stage start-up where every person contribution is vital for the success of the company?
**Education**:
- High school or equivalent (required)
**Language**:
- English (required)
Expected Start Date: 03/01/2023
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