Job Detail

JOB DESCRIPTION
TITLE Office Assistant 50-60 %
REPORTING TO Management Team MaxiVAX
DOTTED LINE TO
DEPARTMENT
PLACE OF WORK
COUNTRY Switzerland
NO OF REPORTS
PURPOSE OF THE ROLE
To provide high level administrative and secretarial support to the management team.
Manage office supply
MAIN INTERFACES
INTERNALLY :MaxiVAX Team, Members of the Board of Directors
EXTERNALLY :Experts, Key Opinion Leaders, Vendors, travel agencies, hotel managers, suppliers
KEY TASKS & RESPONSIBILITIES

• Manage correspondence and mailing for MaxiVAX (Sorting and distribution of mail)


• Organize meetings, TC’s and travel arrangement for MaxiVAX


• Manage meetings (external or internal) from start to finish (Advisory Boards, expert meetings, etc..)


• Maintain and update filing system (electronic and paper) – lots of scanning, copying, filing


• Order and maintain office and “kitchen” supplies – check stock, place order and put away things neatly


• Maintain office area – cleanliness, empty recycle bins


• Ensure operations and maintenance of photocopy machine, water fountain, coffee machine, etc


• Resolve office-related malfunctions – computers, telephones, beamer, etc


• General support to visitors


• Manage agenda for the CEO (Board member)


• Manage signatory process for the CEO, Board Members
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CANDIDATE’S PROFILE
EDUCATION/LANGUAGES

• CFC Level


• SAWI, Genève


• French


• English


• German: Good level of understanding

PROFESSIONAL SKILLS & EXPERIENCE

• Strong organization skills


• High level of professionalism


• Ability to work under pressure


• Eye for detail


• High level of discretion and judgement


• Handling sensitive information in a confidential manner


• Strong sense of teamwork


• Advanced PC Skills (Word, Excel and PowerPoint)


• Excellent verbal and written skills


• Can work alone and/or in a team

PERSONAL SKILLS & COMPETENCIES

• Loyal


• Perfectionist


• Reliable


• Punctual


• Discreet
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