Office Assistant & Assistant to Chief of Staff

• Bilingual French and English - Full time onsite role
  
  • Flexible and comfortable navigating shifting priorities.

About Our Client

Our client is a FMCG.

Job Description

1. Reception & Front-of-House Management

• Serve as the primary point of contact for visitors, clients, and partners.
• Welcome guests with a high level of professionalism and ensure a positive experience.
• Manage the reception desk (phones, emails, deliveries, badges, visitor registration).
• Coordinate meeting rooms, prepare them (equipment, refreshments), and ensure smooth turnover.
• Handle incoming and outgoing mail, courier services, and logistics.
• Maintain a clean, organized, and elegant reception area aligned with corporate standards.

1. Office Management (for an 80-employee office)

• Ensure smooth daily office operations and act as the central go-to person for all office-related topics.
• Liaise with suppliers, facility management, IT, building services, and external vendors.
• Oversee office supplies, equipment, and space planning (desks, seating plans, workspace allocation).
• Support health & safety procedures and ensure compliance with internal guidelines.
• Support the organization of internal events, celebrations, and company gatherings.

1. Executive Support to the Chief of Staff

• Act as a trusted right hand to the Chief of Staff, supporting coordination and project follow-up for the CEO Office.
• Prepare agendas, reports, briefing documents, and presentations.
• Assist with high-level meeting preparation, leadership offsites, board sessions, and travel arrangements.
• Track deadlines, priorities, and follow-up actions to ensure nothing falls through the cracks.
• Handle sensitive and confidential information with absolute discretion.

1. Administrative & Coordination Tasks

• Process invoices, expense reports, purchase orders, and supplier contracts.
• Maintain digital and physical filing systems and internal databases.
• Support onboarding/offboarding: equipment preparation, access badges, welcome packs, office tours.
• Draft internal communications and support cross-department requests when needed.

The Successful Applicant

Experience

• 3-5+ years as an Office Assistant, Receptionist, Administrative Assistant, or Executive Assistant.
• Experience in a fast-paced, international corporate environment is strongly preferred.
• Previous exposure to supporting senior leadership is an asset.

Skills

• Outstanding organizational and multitasking abilities.
• Strong interpersonal skills and professional demeanor, especially at reception.
• Excellent written and verbal communication skills in English; French is a strong asset.
• Mastery of MS Office Suite (Outlook, PowerPoint, Excel, Word).
• Ability to anticipate needs, solve problems proactively, and work with discretion.

What's on Offer

• A vibrant, modern office in the heart of Geneva.
• A central role with visibility and interaction across all teams.
• Close collaboration with the Chief of Staff and exposure to executive decision-making.
• A dynamic and international work environment where your impact truly matters.

Quote job ref

JN-012026-6922907

Job Function

Office & Management Support

Specialisation

Office Manager

Industry

FMCG (Fast Moving Consumer Goods)

Location

Geneva

Contract Type

Permanent

Job Reference

JN-012026-6922907