Description
* International and multicultural environment
* Bilingual French and English
## About Our Client ##
Financial institution
## Job Description ##
**Reception Duties:**
* Greet and assist visitors in a professional and welcoming manner, ensuring a positive first impression.
* Manage visitor access, including issuing security badges and handling registration.
* Handle reception tasks, including answering calls, screening messages, and directing inquiries appropriately.
* Coordinate transport, refreshments, and catering for visitors and executive guests.
* Maintain a tidy and professional reception area at all times.
**Facility Management and Maintenance:**
* Coordinate with the cleaning team, facility manager, and suppliers to address building issues (e.g., ventilation, coffee machines, dishwashers, filtered taps).
* Act as the main contact for landlords and oversee building-related activities (two office spaces).
* Manage parking spaces and access badge systems.
* Work with architects and suppliers to ensure projects are completed on time and within budget.
**Administrative Support:**
* Maintain shared calendars and publish company-wide communications on the intranet.
* Update and communicate Authorized Representatives & Signatories Lists with relevant stakeholders.
* Manage expenses, petty cash reports, and credit card reconciliations using SAP CONCUR.
* Receive and distribute mail and packages. Scan documents to relevant departments.
* Assist colleagues with modifications to Word and PowerPoint documents.
* Answer and filter calls and messages as needed.
**Meeting and Event Coordination:**
* Schedule and coordinate regular committee meetings.
* Arrange colleague/team lunches and working lunches with restaurants.
* Plan and execute seminars, team-building activities, and company events.
**Onboarding and Office Operations:**
* Manage onboarding processes, including ordering business cards and preparing lockers and equipment.
* Order and restock office supplies (e.g., water, coffee, gas canisters, stationery).
* Maintain and update the company's internal systems, including contact information and photos for all colleagues.
* Negotiate rates with suppliers and manage travel reservations and expenses for executives.
* Update automatic phone messages and inform relevant suppliers of changes to business hours.
**Specialized Projects and HR Support:**
* Assist HR with organizing staff training sessions (e.g., first aid, ergonomics).
* Support the dissemination of internal communications, including videos and posters on the intranet.
* Ensure timely and efficient delivery of specific projects in collaboration with stakeholders.
## The Successful Applicant ##
* Previous experience in the service industry or in a client-facing role is highly advantageous.
* Languages: Proficiency in both English and French, written and spoken, is essential.
* Skilled in using the MS Office Suite (Word, PowerPoint, Outlook).
* Excellent communication and interpersonal abilities.
* Capable of effectively interacting with both internal and external stakeholders.
* Strong attention to detail and problem-solving capabilities.
* Proactive and resourceful in handling tasks and challenges.
* Exceptional organizational and multitasking skills.
* Discretion and professionalism in managing confidential information.
* Dedication to fostering a positive and efficient office environment.
* Full alignment with the following core values: Respect, Excellence, Honesty, Humility, and Accountability.
## What's on Offer ##
* Attractive remuneration.
* An international and supportive company.
Quote job ref
JN-042025-6715694
Job Function
Office & Management Support
Specialisation
Bi-lingual Secretary
Industry
Financial Services
Location
Lausanne Region
Contract Type
Permanent
Job Reference
JN-042025-6715694