Office Administration Assistant
vor 1 Woche
Medimaps Group is the world's leading company designing and providing medical imaging software for bone health assessment for improved fracture risk assessment. We are a rapidly growing company developing and commercializing medical imaging software powered by AI. Headquartered in Geneva, Switzerland, with offices in the US and France, we currently total 65+ people, and we are still growing.
Position:
Office Administration Assistant
Location:
Plan les Ouates, Geneva
Start Date:
ASAP or as agreed
Contract:
Full time, 100% office based
About the Role
We are looking for a motivated, adaptable, and proactive
Office Administration Assistant
to ensure the smooth running of our office and provide high-quality support to our busy teams. This is a key role for keeping our office operations organized, efficient, and seamless. If you are a people-oriented, solution-focused individual who thrives in a dynamic environment, this role is for you.
What You'll Do
Provide general office administration support across a wide range of office tasks, including but not limited to: -
- Monitoring and reordering office supplies.
- Handling secretarial tasks, including post, phone calls and reception.
- Supporting general office services (photocopier, coffee machine, parcels, plants, office logistics, waste management, etc.).
- Coordinate with internal teams and external partners and customers, as requested.
- Assist with administrative tasks across all departments (document legalization, archiving, special internal requests, parking, etc.).
- Manage and coordinate the CEO's calendar, meetings, and appointments.
- Assist with travel and expense management, including managing expenses in Navan (expense management platform), plus managing the expenses of the CEO.
- Organize Board meetings logistics, including travel, accommodation, and meals.
- Draft, edit, and proofread administrative documents in French and English.
- Identify and follow up with external providers / suppliers for repairs or additional support.
- Any other administrative tasks assigned by your manager.
What We're Looking For
- Fluent in French and English (mandatory).
- Exceptional interpersonal skills - a people person who enjoys helping others and collaborating across teams.
- Highly motivated, proactive, and solution-oriented, with a strong ability to prioritize and organize.
- Quick thinker with a good brain - able to adapt to new situations and challenges.
- Positive attitude and reliability - someone who enjoys contributing to a smooth and efficient office environment.
- Communicates effectively, diplomatically and respectfully across the organization.
- Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, Jira (a bonus)
- Good working knowledge of communication & collaboration tools such as Outlook, MSTeams, and Zoom.
- Data & Document Management:
Digital filing, basic data entry and database management, document formatting and report preparation. - Scheduling & Calendar Management: Coordinating meetings and appointments, managing shared calendars and reminders.
- Familiar with office equipment (printers, scanners, copiers, phones)
- Basic knowledge of CRM (e.g. Salesforce) or accounting software is a plus
HOW TO APPLY
If this sounds like the opportunity you have been waiting for, please apply immediately with your CV
and
letter of application (in one pdf document).
IMPORTANT:
As part of our recruitment process, we'd love to learn more about you - beyond your CV. To do this, we use an engaging online survey developed by 'AssessFirst'. This helps us better understand your natural strengths and working style, while also offering you valuable insights into your own working profile. The experience is simple, takes approximately minutes, and provides instant feedback you can use. Please note that the survey is mandatory if you wish to be considered for the role. A link to the survey will be provided at the next stage of your LinkedIn application. We're excited to get to know you better and explore how we can thrive together. Thank you in advance for your participation
Timeline:
Please note that the hiring process may take a few weeks. We value your application and promise to get back to you as soon as we possibly can. Thank you in advance for your patience.
InMail Messages:
Please note that due to the large number of messages we receive, we cannot guarantee an individual response to your LinkedIn InMail's. We will do our best.
Please do not apply through InMail with your CV, please use the normal LinkedIn application method.
Medimaps are an equal opportunity employer celebrating diversity and committed to creating an inclusive environment for all employees.
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