Administrative Assistant-Musket Europe SARL (Geneva, Switzerland)

Love's Travel Stops; Houston (TX); On-site; USD 47,000 - 67,000; Part time

Job summary

Love's Travel Stops in Geneva seeks a part-time Administrative Assistant to support day-to-day office operations, manage communications, schedules, travel, and expenses, and serve as a touchpoint for employees, visitors, vendors, and service providers.

You will maintain records, organize facilities, handle mail and courier shipments, coordinate meetings, and assist with internal events, ensuring a tidy, confidential, professional workplace.

Qualifications

• Fluent in English, both written and verbal.
• 1-3 years of experience in office administration or related roles.
• Experience supporting management and coordinating multiple office functions.
• Experience arranging domestic/international travel is a plus.
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Strong organizational, communications, customer service, and problem-solving skills.
• Ability to maintain confidentiality and work independently with attention to detail.

Responsibilities

• Provide general administrative and secretarial support to the management team.
• Manage correspondence, mail, shipments, and document distribution.
• Coordinate office communications and visitor management.
• Schedule travel and arrangements; process expense reports.
• Maintain conference rooms and office records; archive documents.
• Assist with internal events and coordinate facilities, maintenance, and supplies.
• Answer main phone line, greet visitors, and support day-to-day operations.

Skills

Fluent in English

Office administration

Organizational skills

Microsoft Office

Tools

Outlook

Word

Excel

PowerPoint

Job description

BASIC PURPOSE: Musket Europe, SARL is looking for a part-time Administrative Assistant based in Geneva, Switzerland.This role is responsible for supporting the day-to-day administrative and operational needs of the office to ensure an organized, efficient, and professional work environment. Responsibilities include providing administrative support to management, coordinating office communications, managing records, scheduling travel, and processing expenses. The position also serves as a primary point of contact for employees, visitors, vendors, and service providers. Additionally, the role coordinates office facilities, maintenance, supplies, shipping and receiving, and other administrative duties.

MAJOR RESPONSIBILITIES:

Office Operations & Administration

• Provide general administrative and secretarial support to the management team.
• Manage correspondence, including incoming and outgoing mail, courier shipments, and document distribution
• Administrative support functions to ensure a professional and efficient workplace environment.
• Serve as a primary point of contact for employees, visitors, vendors, and service providers.
• Coordinate office communications, including phone, email, mail distribution, and visitor management.
• Manage the local conference room booking through Outlook tools
• Schedule and book travel and arrangements
• Filing, copying, faxing, and organizing
• Maintain conference rooms and common areas in a professional manner
• Answer main phone line, direct calls, and greet visitors to the office
• Organize, maintain, and archive physical and electronic records.
• Ensure documents are stored in accordance with company retention policies.
• Support retrieval of archived documents when required.
• Assist with the coordination of internal events
• Other duties as assigned

Facilities & Workplace Management

• Manage the repair, maintenance, and upkeep of office facilities, equipment, furniture, and common areas.
• Coordinate and oversee janitorial, maintenance, and other facility service providers.
• Manage on-site storage areas and office inventory to ensure organization and efficient
• Oversee shipping, receiving, mail services, and related office logistics.

Travel & Expense Management

• Arrange domestic and international travel, including flights, hotels, visas, and transportation
• Review, collect, and process expense reports in accordance with company policies.

QUALIFICATIONS AND EXPERIENCE:

• Fluent in English, both written and verbal required.
• 1-3 years of experience in office administration, office operations, facilities coordination, or a related administrative role.
• Experience providing administrative support to management and coordinating multiple office functions and priorities.
• Experience arranging domestic and international travel (airfare, lodging, ground transportation, visa-related requirements) is a plus.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational, communication, customer-service, and problem-solving skills.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and work independently with a high level of attention to detail.
• Experience reviewing and drafting contracts is a plus.

Our Culture:

Fueling customers' journeys since 1964, innovation leads the way for this family-owned and operated business headquartered in Oklahoma City. With nearly 40,000 team members, travel stops are the core business along with products and services that provide value for professional drivers, fleets, traveling public, RVers, alternative energy and wholesale fuel customers. Giving back to communities and an inclusive workplace are hallmarks of the award-winning culture.

Love's is an Equal Opportunity Employer. Veterans encouraged to apply.