Administrative Assistant

SICPA SA; Prilly; Vor Ort; CHF 65.000 - 80.000; Vollzeit

Zusammenfassung

SICPA SA in Prilly (VD) is seeking an Administrative Assistant to manage complex international travel, coordinate visits, and provide broad administrative support across multiple teams. This permanent, full-time role requires strong organization and discretion.

The successful candidate will handle calendars, prepare meetings and documents in Microsoft Office, assist with expenses, and ensure a smooth visitor experience in a fast-paced, international environment.

Qualifikationen

• Proven experience as an Administrative Assistant supporting multiple teams, ideally within an international environment.
• Excellent organizational and time-management skills with strong attention to detail.
• Proactive and service-oriented, with the ability to work autonomously.
• Strong communication and interpersonal skills with a professional demeanor.

Aufgaben

• Coordinate complex international travel itineraries and optimize schedules.
• Arrange visas and travel-related documents; ensure timely submission.
• Coordinate on-site visits, including agendas, accommodation, transport and meals.
• Manage calendars, prioritize requests, and anticipate conflicts.
• Organize meetings, prepare agendas, materials, and follow-up actions.
• Prepare and reconcile travel expenses and invoices.
• Provide day-to-day admin support to multiple teams.
• Maintain accurate records and document organization.
• Prepare documents and reports using Microsoft Office.

Kenntnisse

Travel coordination

Calendar management

Meeting coordination

Microsoft Office

SAP (advantage)

Tools

Microsoft Office Suite

SAP

Jobbeschreibung

Administrative Assistant

SICPA SA Vacant since : 01.09.2026 1008 Prilly (VD) 100% By agreement Permanent

Established in 1927, SICPA is a Swiss private technology company that supports the effective governance and long-term prosperity of nations. SICPA sets the pulse of sovereignty, enabling governments to protect their citizens, sovereign assets, and economies. Best known for securing the majority of the world’s banknotes, SICPA operates across five continents. Today, our platform for sovereignty delivers integrated solutions safeguarding revenue mobilisation, natural resources, health, and brand protection as well as digital sovereignty and secure public services.

ROLE

• Manage complex international travel arrangements, coordinating itineraries and optimizing schedules in line with colleagues’ agendas
• Coordinate visa applications and other travel-related administrative requirements, ensuring all necessary documentation is prepared and submitted in a timely manner
• Coordinate on-site visits for customers and prospects, ensuring seamless logistics, including agendas, meeting rooms, accommodation, transportation, and restaurant bookings
• Ensure a smooth and professional visitor experience from arrival to departure
• Manage calendars autonomously, coordinating schedules, prioritizing requests, and anticipating potential conflicts
• Organize internal and external meetings, conference calls, and workshops
• Prepare meeting agendas, coordinate required materials, and support follow-up actions
• Prepare and reconcile travel and expense reports accurately and in a timely manner
• Provide day-to-day administrative support to multiple teams
• Manage purchase requests and invoices
• Prepare documents, presentations, and reports using Microsoft Office tools
• Maintain accurate records and ensure effective document organization

PROFILE

• Proven experience as an Administrative Assistant supporting multiple teams or stakeholders, ideally within an international environment
• Excellent organizational and time-management skills, with strong attention to detail and the ability to manage multiple priorities
• Proactive and service-oriented, with the ability to anticipate needs, take ownership, and work autonomously
• Strong communication and interpersonal skills, with a professional demeanor
• Flexible and adaptable, with the ability to remain calm and effective in a fast-paced environment
• High level of confidentiality, discretion, and reliability
• Hands‑on, solution‑oriented mindset with strong initiative
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint)
• Experience with SAP is an advantage
• Knowledge of business etiquette and hospitality best practices is a plus
• Fluent in French and English; any additional language is an asset
• Positive attitude and strong team spirit

JOIN US!

Our success comes from our highly skilled and talented employees Respectful entrepreneurship and a long-term vision are key to our success Our people contribute to a more secure world Diversity at all levels of our organization is a strength jpid0f11b36jm jit0936jm jiy26jm

Work Details

• Work location 1008 Prilly (VD)
• Workload 100%
• Employment start By agreement
• Employment duration Permanent
• By online Online form