Office Assistant; FTC

Support day‑to‑day office operations and front‑of‑house service at the Lausanne head office, ensuring a welcoming, well‑run environment for employees, leadership, and visitors.

• Proficiency in MO365 suite – i.e. Excel, Outlook, PowerPoint, etc.
• Strong independent time and task management
• Good attention to detail, with a mindset to see tasks through to completion
• Strong verbal and written communication
• Adaptability and quick learning
• Problem-solving and initiative
• Excellent teamwork and collaboration
• Good corporate awareness:
  Understanding internal processes and values
• Basic invoicing knowledge (preferable but not essential – can be upskilled)

• Requirement for three half days per week (30%) with potential for flexibility if required
• Front - of - house & reception
• Greet visitors, manage meeting room bookings, and maintain a professional first impression of the office.
• Office coordination
• Track supplies, place orders, maintain communal spaces, and support minor facilities needs (e.g., seating moves, signage, desk readiness, reporting building faults).
• Vendor & building liaison
• Partner with building management and local suppliers for maintenance call ‑ outs, cleaning standards, and deliveries.
  Travel & events logistics
• Ad hoc support for EA team with catering orders, and internal events (room set ‑ up, materials, guest lists).
• Mail & records
• Provide support for inbound/outbound mail and courier shipments; keep shared trackers and inventories tidy and up ‑ to ‑ date.
• H&S basics
• Help with office safety signage, drill coordination, and incident reporting as requested
• Ad‑hoc projects
• Support continuous improvement initiatives (space utilisation, process simplification, sustainability actions).

Daily collaboration with Executive Assistants, People & Culture, Finance/AP, IT Service Desk, Building Management, and local vendors.