Office Manager

Torq Commodities; Baar; Vor Ort; CHF 48.000 - 72.000; Teilzeit

Zusammenfassung

Torq Commodities in Switzerland seeks an organised Office Manager & Personal Assistant to the Director (60%). The role combines office management, travel coordination, executive assistance, and personal support to the Director.

You will manage calendars, onboarding for new staff and international visitors, coordinate meetings and events, and handle confidential matters with discretion. A driving licence is required and a car is strongly preferred.

Qualifikationen

• Experience in office management and executive support roles.

Aufgaben

• Manage day-to-day operation and organisation of the office.

Kenntnisse

Office management

Personal Assistant

Executive support

Travel coordination

Discretion and confidentiality

Calendar management

Microsoft Office

Fluent English

Multilingual

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft Teams

Jobbeschreibung

Office Manager & Personal Assistant to the Director – 60%

Employment: Part-Time, 60%
Reports to: Director
Driving Licence: Required
Own Car: Strongly preferred

Role Overview

We are looking for a highly organised, proactive, trustworthy, and flexible Office Manager & Personal Assistant to the Director.

This is a varied and hands-on position combining office management, international travel coordination, executive assistance, and personal support to the Director.

Alongside ensuring the smooth day-to-day operation of the office, the successful candidate will provide direct support to the Director with both professional responsibilities and selected personal and family-related arrangements.

The role requires a high degree of discretion, flexibility, reliability, and confidentiality, as well as the ability to manage changing priorities and handle ad hoc requests independently.

Key Responsibilities

Office Management

• Manage the day-to-day operation and organisation of the office.
• Ensure a professional, efficient, and welcoming office environment.
• Coordinate office supplies, equipment, maintenance, repairs, and external service providers.
• Liaise with building management, suppliers, couriers, cleaning services, and other vendors.
• Manage incoming and outgoing correspondence, deliveries, and documentation.
• Coordinate meeting rooms, visitors, internal meetings, lunches, and company events.
• Maintain office records, contracts, invoices, and administrative documentation.
• Support onboarding arrangements for new employees and international visitors.
• Handle general administrative and operational matters as required.

Travel Management

• Coordinate domestic and international travel for the Director and, where required, other members of the team.
• Arrange flights, hotels, trains, transfers, rental cars, and accommodation.
• Prepare and maintain detailed travel itineraries.
• Coordinate business and private travel arrangements for the Director.
• Manage last-minute travel changes, cancellations, and rebookings.
• Arrange accommodation for employees and international visitors.
• Provide accommodation and travel confirmations required for visa or immigration purposes.
• Liaise with travel agencies, hotels, airlines, and other service providers.

Personal & Executive Assistance to the Director

• Provide direct day-to-day business and personal support to the Director.
• Manage the Director's professional and personal calendar, appointments, meetings, and reminders.
• Coordinate meetings and appointments across different locations and time zones.
• Organise business and private travel, restaurant reservations, appointments, events, and other arrangements.
• Handle correspondence, documentation, administrative follow-up, and confidential matters on behalf of the Director.
• Coordinate selected household and family-related administrative matters when required.
• Assist with researching and arranging new accommodation/apartments, including contacting agencies, organising viewings, gathering information, and coordinating related administrative matters.
• Assist with relocation arrangements and other practical requirements.
• Support occasional family logistics, including school pick-ups or drop-offs for the Director's children when required.
• Handle occasional collections, deliveries, purchases, appointments, and other personal errands.
• Liaise with schools, property agents, service providers, restaurants, hotels, and other external contacts when requested.
• Assist with gifts, reservations, private events, appointments, and other personal arrangements.
• Provide ad hoc support with personal or family matters according to the Director's requirements.
• Handle all professional, personal, and family-related information with the highest level of confidentiality and discretion.

Candidate Profile

• Previous experience as an Office Manager, Personal Assistant, Executive Assistant, Family PA, or similar position.
• Comfortable providing a combination of corporate and personal assistance.
• Highly organised with excellent time-management and multitasking abilities.
• Proactive and able to anticipate requirements rather than waiting for detailed instructions.
• Strong problem-solving skills and a practical, hands-on attitude.
• Flexible and comfortable managing changing priorities and occasional last-minute requests.
• Professional, trustworthy, and highly discreet.
• Strong communication and interpersonal skills.
• Experience organising international travel and complex itineraries.
• Comfortable dealing with senior stakeholders, suppliers, property agents, schools, and private service providers.
• Good knowledge of Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Fluent English required; additional languages are an advantage.

Mobility & Flexibility

• Valid driving licence required.
• Own car strongly preferred.
• Must be comfortable driving locally when required for business or agreed personal-assistance duties.
• Flexibility is important, as occasional ad hoc requirements may arise outside the normal routine.

Working Arrangement

This is a 60% part-time position requiring regular physical presence due to the office-management and PA responsibilities.

The position is particularly suited to someone who enjoys a varied role and is equally comfortable managing an office, coordinating international travel, supporting a Director's schedule, researching an apartment, or assisting with an unexpected personal arrangement.

The successful candidate will be a trusted and reliable point of support to the Director, capable of handling both business and personal matters with professionalism, initiative, discretion, and good judgement.