Administrative Assistant

PROFILE REQUIREMENTS:

Language: Bilingual: French and English – spoken and written

Must-have: CFC, brevet fédéral assistant-e or equivalent. Minimum 2 years in a similar role. Valid Swiss work permit.

Full knowledge and ease using Microsoft Office Suite, particularly Teams, Outlook, Word, PPT, Excel and AI (ChatGPT). Comfortable with database and file management. Excellent English and French, bilingual written and oral.

Nice to have:
Canva, Eventbuizz. Experience in NGO administration, and event organisation is advantageous.

KEY TASKS:

Administrative Coordination: Manage a range of administrative tasks with precision, including membership processes, database updates, and file organisation, ensuring thoroughness and accuracy in all areas.

Organisational Communication: Create and maintain accurate distribution lists and contact databases to ensure seamless communication within teams and networks.

Member Services: Act as the primary point of contact for member inquiries, demonstrating a strong customer service orientation and ensuring professional and timely responses.

Event Support: Play a key role in planning and executing the annual meeting, by assisting in managing logistics and providing on-site support.

Digital Tools Administration: Manage tools like MS Teams, ensuring proper structure, access, and updates for team and board members.

File and Data Management: Maintain organised digital and physical records, ensuring accessibility and accuracy across platforms.

Board Support: Facilitate onboarding for new board members by setting up tools and systems, managing access, and providing guidance.

Team Tools Administration: Oversee digital tools such as MS Teams, ensuring file structures, permissions, and resources are well-organised and up-to-date.

Mass Communication: Draft and send mass communications, ensuring consistency and timeliness.

General Office Support: Order supplies, assist with correspondence and handle short translations when required.

Adaptability: Take on additional duties as assigned, demonstrating flexibility and a proactive approach to supporting organisational needs.

CANDIDATE SKILLS:

Detailed, accurate, precise, and conscientious: achieves thoroughness and accuracy when accomplishing a task with concern for all the areas involved.

Autonomy: able to work independently while collaborating effectively within a team.

Planning/Organising/Logical: strong ability to prioritise, manage time efficiently, and establish systems for optimal workflow.

Proactive Thinking: anticipates needs and expectations, making well-thought-out decisions to address challenges.

Customer service orientation: a focus on meeting the needs of internal and external stakeholders with professionalism and care.

Interpersonal skills: self-aware, patient, polite, empathetic and resilient.

Cultural sensitivity: The awareness and sensitivity of other practices and cultures, the ability to assess different cultures, how they should be properly approached and how to communicate accordingly.


Benefits/Compensation:

We offer an NGO-based 12-month salary in a similar role. 20 days paid annual leave a year, paid time off at year-end bank holidays. 1-year fixed term contract (CDD) with the possibility to extend to an unlimited contract (CDI).

Please apply via JobUp only with a motivation letter and a detailed resume/CV in English.