Office Assistant 60% for 6 months

Reporting to the General Manager, the Office Assistant will play a key role in maintaining an efficient, organized and welcoming workplace. Acting as a central point of contact for employees, visitors and external partners, this position combines office coordination, administrative support and facilities management responsibilities.

Key Responsibilities

Office Operations & Facilities Management

• Act as the first point of contact for employees, visitors, suppliers and incoming calls.
• Ensure the smooth day-to-day operation of the office environment.
• Manage office supplies, stationery and workplace equipment.
• Coordinate maintenance requests, cleaning services, courier providers and other office-related vendors.
• Oversee security access, parking allocations and general facilities administration.
• Ensure office spaces remain professional, organized and fully operational.

Administrative Support

• Provide comprehensive administrative support to the General Manager.
• Coordinate calendars, meetings and travel arrangements.
• Prepare presentations, reports, correspondence and business documents.
• Support various departments with administrative and organizational tasks.
• Maintain accurate filing systems and company records.
• Perform data entry and document management activities as required. [Office Assistant | PDF]

Vendor & Budget Coordination

• Manage relationships with external service providers and suppliers.
• Assist with invoice review and administrative budget tracking.
• Monitor office-related expenditures and support cost control initiatives.
• Ensure timely processing of office and facilities-related requests.

Meetings, Travel & Events

• Organize internal meetings and external appointments.
• Coordinate business travel, accommodation and related logistics.
• Support the planning and execution of company events and team activities.
• Ensure efficient meeting room management and hospitality arrangements.

Mail & Correspondence

• Manage incoming and outgoing mail, parcels and courier deliveries.
• Coordinate communication with internal and external stakeholders.
• Handle confidential information with discretion and professionalism.

Experience

• Minimum 5 years' experience in an Office Assistant, Office Coordinator, Executive Assistant or similar administrative support role.
• Previous experience within an international, corporate or fast-paced environment.
• Strong experience supporting senior management is considered a distinct advantage.

Skills & Competencies

• Excellent organizational and multitasking abilities.
• Strong attention to detail and ability to prioritize effectively.
• Service-oriented approach and proactive mindset.
• Excellent interpersonal and communication skills.
• Ability to work autonomously while collaborating effectively with multiple stakeholders.
• Positive attitude, flexibility and willingness to contribute beyond core responsibilities.
• High level of discretion and professionalism.

Technical Skills

• Proficiency in Microsoft Office Suite, particularly Outlook, Word, PowerPoint and Excel.
• Experience using SharePoint and document management systems.
• Strong administrative and organizational capabilities.

Languages

• Fluent French and English are essential.
• Additional European languages would be an asset.