Administrative Assistant

JOELLE ROSSIER \"La convergence des talents\"; Lausanne; Hybrid; CHF 80,000 - 110,000; Full time

Job summary

HighTech multinational group in the Lausanne area is seeking an Administrative Assistant to provide high-quality administrative and organizational support to the Head of the Business Unit and leadership team in an international environment.

The role requires discretion, reliability and strong organizational skills; you will coordinate calendars, prepare agendas, arrange travel, and liaise with IT, HR and facilities to ensure a smooth operation.

Qualifications

• Minimum 5 years’ experience as Administrative/Executive/Personal Assistant in an international environment.
• Qualification in administration; Swiss CFC or equivalent to a Bachelor is an advantage.
• Experience supporting senior leaders or leadership teams in an international environment.
• Strong service orientation, discretion and confidentiality, with professionalism interacting with executives.

Responsibilities

• Provide day-to-day administrative and organizational support to the Head of the Business Unit and leadership team.
• Manage calendars, schedules, meetings and internal and external communications in French and English.
• Prepare meeting agendas, documents, action lists and ensure follow-up on decisions and deadlines.
• Coordinate meetings, business visits, seminars, team events and related logistics.
• Welcome visitors and new employees; coordinate onboarding activities.
• Organize business travel in coordination with internal travel agency.
• Prepare and process expense reports and coordinate invoicing and accounting documents.
• Maintain accurate administrative records and follow-up on departmental matters.
• Liaise with IT and Building Services to ensure smooth meetings and workplace operations.
• Build positive working relationships across the organization and support a collaborative team environment.

Skills

Calendar management

Communication in English/French

Executive support

Discretion and confidentiality

Stakeholder coordination

Education

Swiss CFC or equivalent to a Bachelor

Tools

Microsoft Office

Job description

For our client, HighTech multinational group, located in the Lausanne area, we recruit

ADMINISTRATIVE ASSISTANT

Purpose of the role

You will provide high-quality administrative and organizational support to the Head of the Business Unit and the leadership team. As a key point of contact, you will contribute to the smooth and efficient running of the Business Unit by coordinating a wide range of activities, anticipating needs and ensuring effective follow-up, within a highly international and dynamic environment.

This role requires discretion, reliability, strong organizational skills and a proactive, service-oriented approach. You will work closely with senior leaders, employees and internal services in a collaborative and international environment.

Responsibilities and tasks

• Provide day-to-day administrative and organizational support to the Head of the Business Unit and leadership team
• Manage calendars, schedules, meetings and internal and external communications in French and English
• Prepare meeting agendas, presentations, documents, action lists and other supporting materials, ensuring appropriate follow-up on decisions and deadlines
• Coordinate meetings, business visits, seminars, team events and related logistics, including meeting rooms, catering and IT requirements
• Welcome visitors and new employees and coordinate activities related to visits and onboarding
• Organize business travel in coordination with the internal travel agency, including flights, accommodation and related logistics
• Prepare and process expense reports and coordinate the review, approval and signature of invoices and accounting documents
• Maintain accurate administrative records and ensure timely follow-up of departmental matters
• Liaise with internal services, including IT and Building Services, to ensure the smooth running of meetings, events and workplace-related matters
• Build positive working relationships with employees and leaders across the organization and contribute to a positive, collaborative and service-oriented team environment

Your profile

You have at least 5 years of relevant and experience as an Administrative Assistant, Executive Assistant or Personal Assistant, in an international environment. A qualification in administration, from a Swiss CFC or equivalent to a Bachelor is an advantage. (Hospitality Management welcome), with proven track record and experience in supporting senior leaders or leadership teams in an international environment.

You have a strong service and solution orientation, resourceful, discreet and professional, with high integrity and confidentiality, and the professionalism required to interact confidently with C-suite executives and stakeholders at all levels.

You are highly organized, autonomous, proactive and positive, with excellent attention to detail, strong follow-through, the ability to anticipate needs, manage competing priorities and meet deadlines effectively.

You are collaborative and team-oriented, with a genuine willingness to support others and contribute to a positive, collaborative and service-oriented team environment.

Your strong interpersonal and communication skills, with your positive, approachable and personable attitude, will enable you to build trust and rapport across the organization.

Fluent in French and English, both written and spoken, German would be a plus.

Strong proficiency in Microsoft Office applications.

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