Administrative Assistant

JOELLE ROSSIER \"La convergence des talents\"; Vaud; On-site; CHF 70,000 - 100,000; 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 the leadership team. The role requires discretion, reliability and a proactive, service-oriented approach in a multinational context.

You will manage calendars, coordinate meetings and travel, prepare materials in French and English, and support onboarding, invoicing and records management to enable smooth,

Qualifications

• At least 5 years of relevant experience as an Administrative Assistant, Executive Assistant or Personal Assistant in an international environment.
• Swiss CFC or equivalent to a Bachelor is an advantage (Hospitality Management welcome).
• Experience supporting senior leaders or leadership teams in an international environment.
• Strong service and solution orientation, discretion, integrity and confidentiality.
• Excellent organizational skills, ability to anticipate needs and manage competing priorities.

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, presentations, documents, action lists and follow-up on decisions and deadlines.
• Coordinate meetings, business visits, seminars, team events and related logistics.
• Welcome visitors and new employees and coordinate visits and onboarding.
• Organize business travel in coordination with the internal travel agency.
• Prepare and process expense reports and coordinate the review, approval and signature of invoices.
• Maintain accurate administrative records and ensure timely follow-up of matters.
• Liaise with IT and Building Services to ensure smooth meetings and workplace operations.
• Build strong working relationships across the organization and contribute to a positive, collaborative team environment.

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

As part of a dynamic and collaborative environment, you will play an important role in ensuring the efficient day-to-day organization of the Business Unit and its leadership team.

• 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 working 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.