Junior Administrative Assistant

vor 5 Stunden

Zug, Schweiz Zimmer Biomet Vollzeit

This position is a combination of Administrative Assistant & Receptionist roles and will mainly support the Executive Assistant to President EMEA in all daily business activities. As part of the EMEA HQ Assistant Team, the objective is to provide high level support to the EMEA Executive Team based in Zug office.

In addition to the Assistant duties, Front Desk management and receptionist activities are part of the position. The receptionist role consists in making sure the Front Desk is duly occupied during the office opening hours, acting as first point of contact for the Company, taking care of all requests coming from internal and external customers. The role requests a close collaboration with the receptionist Team and the Facility Sr Team Leader

**Principal Duties and Responsibilities**:**Main duties: Administrative Assistant**
- Events and Meetings
- Acting as on-site host and duties coordinator during Executive visits and meetings
- Catering arrangements, menu selections, set up coordination and follow up with supplier on special requests
- Hotel & restaurant reservations according to ZB Compliance rules and policy
- Airport transfers arrangements for VIP guests and special transfer requests
- Support Executive Assistant of President in administrations tasks
- Research of travel itineraries according to President schedules
- Flight / train tickets bookings upon requests
- Expense reports preparation
- Internal / external meetings coordination
- Shipments management
- Issue Shopping Cards, Purchase Orders and follow up of supplier invoices in SRM / SAP
- Opening new vendors in collaboration with Sourcing department and according to internal process
- Monthly update of Zug (and areas) events for President EMEA and Exec Team visits activities.
- Other administration tasks and Executive Team support upon requests
- Deputy Executive Assistant to President EMEA during absence

**Additional Function: Receptionist**
- Back up Reception Team during absences and upon requests from Facility Sr team Leader
- Cover Front Desk on a 20% basis
- additional days upon requests from Facility Sr Team Leader (back-up reception team)
- Welcome and taking care of visitors, customers, suppliers
- Switchboard management, dispatch entry calls and take messages
- Issue and dispatch badges for new employees and visitors according to internal process
- Execution of various organizational and administrations tasks:

- Open, sort and distribute mails
- Management of meeting room
- Parking slots and cards maintenance
- Further details about Receptionist position in dedicated Job Description.

**Expected Areas of Competence**:

- Customers and service oriented, both internal and external
- Independent, pro-active personality and able to take initiative
- Very good interpersonal skills, able to clearly communicate with Senior Executives and colleagues
- Excellent team player, open minded and flexible.
- Organizational and multi-taskings skills. Ability to adapt in a fast-changing environment.
- Reliable, discrete and able to manage confidential information
- Calm, focused and able to keep a general overview in hectic situations
- Customers and service oriented, both internal and external
- Neat appearance and appropriate behavior, acting as company representative
- Ability to be on-site (HQ Zug) within 20-25 mins maximum.

**Education/Experience Requirements**:**Qualifications**
- Commercial, business administration education or equivalent
- Proficient in business tools such as Microsoft Office (MS Teams, Outlook, Word, Excel and PowerPoint).

**Experience**:

- 1-2 years of experience in a similar position

**Languages**:

- Fluent in German and English, both written and spoken
- Other European language(s) desired

**Travel Requirements**:

- No requirement

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