Role description
Our dedicated Support team is looking for a Receptionist/Office Assistant, working 70% to 80%. We are looking for a bright, organised and motivated candidate, with excellent communication skills, attention to detail, and a real desire to be part of a dynamic international environment. Reporting to the HR Officer and working as part of a team, the receptionist will be the first point of contact for our guests and clients, as well as providing administrative support across the Geneva office.Responsibilities will include:
- Welcome all visitors and handle incoming calls in French and English, including screening, and forwarding as appropriate;
- Manage front-office presentation and supplies, and maintain inventory levels, including helping to ensure that reception and conference areas are tidy and stocked with stationery and marketing materials;
- Manage conference room bookings and maintain calendars;
- Assist with setting up meeting rooms, including with any IT and video conferencing equipment as needed;
- Assist with the coordination of catering arrangements for meetings, internal events and seminars when required;
- Assist with the sorting and distribution of incoming mail, and with the handling of outgoing post and courier services;
- Help maintain office security by monitoring visitor access and issuing badges;
- Track reception and conference-related expenses;
- Perform general administrative duties such as filing, scanning, photocopying and help with ad hoc office needs, as required;
- Provide support, including to legal assistants, for various administrative tasks for lawyers and management, including travel arrangements, expense claims etc.
Your profile
What we look for:- Experience gained in similar role(s) required; experience in a law firm or other corporate or hospitality environment would be an advantage;
- Strong proficiency in Microsoft Office applications and familiarity with office IT equipment, including video conferencing systems;
- Professional, courteous and confident demeanour, with strong client-service skills and mindset, and with a neat and professional presentation appropriate for a client-facing role;
- Strong interpersonal and communication skills;
- A cheerful disposition and a “can do” attitude;
- Able to work alone or collaboratively;
- Meticulous and diligent, with excellent organisational skills;
- Resourceful, proactive and responsive to issues;
- Proven ability to work under pressure;
- Discreet and capable of handling sensitive information;
- Fluent in French and English imperative; other languages (including German) a strong asset.