Office Administrator
Share
Job Location:
Zürich - Switzerland
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Department:
Job Summary
Job requirements:
- Beginners experience in administrative tasks
- Excellent command of German and English an absolute must
- Strong attention to detail
- Confident with Microsoft Office applications
- Excellent communication skills
This is a part-time position Monday to Thursday mornings for a six-month coverage period.
Duties:
- Answering all incoming switchboard enquiries professionally and: (i) routing calls to the relevant destination quickly; or (ii) passing messages on via e-mail within 30 minutes
- Greet all visitors upon arrival and ensure they are announced to their host
- Monitor stock levels of drink stationery office apartment and other consumable supplies and order as required under the guidance of the European Facilities Manager to remain within budget
- Assist with processing office post including couriers (DHL) printing stamps (A-Post for small and large letters) emptying post from mailbox and distributing as necessary
- Ensure visiting staff to the office have a first-class experience making sure they:
- are provided with a visitor access pass;
- are booked into the corporate apartment and given necessary details (if applicable); &
- have a desk/office allocated to and prepared for them
- Prepare the apartment for any visitors due including setting up access card in lock box
- Overseeing the apartment booking process (managing schedule receiving requests sending the form to requestors awaiting for COO approval and sending confirmation)
- Be the contact person for any supplier/vendor visits
- Requirement to attend Park Tower AGM taking place in springtime 2026 (attendance in person with Managing Director)
- Supporting SVPs with ad hoc tasks
- Supporting organization of social events during 2026
- Sending quarterly rental invoices to Allied Worlds tenant in Park Tower (Heritage B)
- Checking the office for and the reporting of any relevant faults (printer video conference kitchen facilities etc.)
- Organizing the Swiss Executive Management Committee in agreement with the Managing Director and Company Secretary including scheduling the meetings in Outlook preparing agendas sending invitations preparation and distribution of materials
- Processing invoices in Concur (checking and if necessary adding documentation) and submitting to the European Facilities Manager for approval
- Update Swisscom tracking spreadsheet and adding allocation details to invoices with support from Payments team in Finance
- Provide support to Swiss Finance team by preparing biweekly reports from EDW
- Provide organizational support to Reinsurance team members for conferences
Required Experience:
Unclear Seniority
Key Skills
- Office Manager Experience
- Microsoft Office
- Data Entry
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Microsoft Excel
- Filing
- Administrative Experience
- Microsoft Outlook Calendar
- Bookkeeping
About Company
Allied World Assurance Company Holdings assures its clients that everything is well insured. In the US its insurance products include general property/casualty coverage as well as specialty products such as environmental, health care, and professional liability coverage targeted to sm ... View more
