Office Administrative Assistant
Quantis, Switzerland
Job Description
As an Office and Administrative Assistant at Quantis, you will be the first point of contact for employees, clients and visitors. You will answer their questions, redirect them when necessary. You will also oversee administrative tasks, such as sorting and sending mail, while keeping an inventory of office supplies and ordering new materials as needed to ensure that the workplace is net and clean at all times.
Why you’ll love Quantis
Quantis is a leading sustainability consultancy pioneering approaches to solve critical environmental challenges. For nearly two decades, our dynamic and visionary team has partnered with organizations across the globe to transform their industries and pave the way for a planetary economy that aligns business with nature. We strive to be agents of change, helping companies transform from business as usual to business at its best.
We believe that sustainable transformation is possible and within our power. We’re contributing to this transformation by combining the latest science with strategic business insights. Our advice enables global leaders in the consumer goods and finance industries to understand how to reduce their environmental impacts, implement change successfully, and operate within planetary boundaries.
Motivated by this common purpose, our 300+ talented professionals cultivate a unique, collaborative culture that we call the Quantis Spirit. We are innovative. We are impact-oriented. We are science-based. We are Quantis.
Join us!
Does this describe you and your next role?
- You are motivated to put your hospitality spirit and your top-notch organizational skills to work towards our mission of building a sustainable future.
- You are willing to use your good administration knowledge to join a fast growing and dynamic team with top sustainability leaders and experts.
- You are hands on, disciplined but flexible, and ready to work in great autonomy in your role.
- You have 2 years + of experience as an administrative assistant, and ideally you have also worked within an international group with reporting requirements.
- You’re a team player who works quickly, independently and on schedule. You like to improve processes and find solutions.
- You communicate clearly and succinctly in fluent English and French (German would be a plus), speaking and in writing.
- You have a thorough understanding of office management procedures
- You have excellent organizational and time management skills
- You have analytical abilities and aptitude in problem-solving
- You have excellent written and verbal communication skills
- You are proficient with MS Office
As an Office amp; Administrative Assistant in Switzerland, here’s a preview of what type of work your days will include:
- Act as the point of contact for employees and external stakeholders
- Undertake the tasks of receiving calls, take messages and routing correspondence.
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- File and update contact information of employees, customers, suppliers and external partners
- Support scheduling and preparing for meetings/teleconferences (booking meeting rooms, inviting participants, facilitating logistical arrangements/catering and preparation of meeting documents)
- Office management: monitor office supplies and research advantageous deals or suppliers
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
- Provides administrative support to ensure efficient operation of the office.
- Support general services: organization of documents (digital and paperwork), team coordination, business development administration, etc.
- Support and guide team on travel arrangements and booking, visa applications and preparation of subsequent expense claims in compliance with the company travel policy
- Support in organizing and scheduling events
- Collaborate with the Swiss administration and finance team
To thrive in the Quantis culture, you’ll:
- Show up as team collaborator with a win-win attitude: empathetic, attentive and supportive of colleagues when co-designing or co-delivering a project.
- Take responsibility and ownership for your work: think and act with autonomy or authority, while knowing when to ask for help.
- Take initiative if something needs to be done.
- Be positive! Use positive language, look at challenges not as bottlenecks, but as problems to solve, and see failure as a lesson learned.
- Practice open and transparent communication; welcome effective dialogue and productive disagreement with m