Office Assistant

• Manage reception and ensure the offices are adequately prepared with a professional outlook to welcome staff and visitors
• Managing access for visitors and vendors
• Provide excellent and timely administrative support to all employees
• To support with any tasks required by site specific departments
• Manage local and international post and couriers, coordinate any courier request and delivery with employee/recipient
• Oversee the meeting room diary and conduct regular checks to ensure the meeting room is kept clean, tidy and ready for meetings
• Carry out any special requests as required
• Responsible for updates and maintenance of the reception playbook on a regular basis
• Maintain office vendor list, coordinate reactive and proactive maintenance works
• Support with contract administration
• Work closely with Workplace manager and provide constant updates on office status and vendor relationship
• Responsible for ensuring space planning and floor plans are up to date
• Ensuring Emergency Response Preparedness documents are up to date
• Identify and implement any general health & safety procedures within the office
• Carrying out Health & Safety onboarding – to include first aid and fire safety information - responsible for the new starter process from the point of view of the Workplace team by working with HR to ensure all new starters are issued with relevant paperwork, badge and keys
• Coordinate training for First Aid and Fire Wardens and communicate to the office
• Manage and coordinate office Food & Beverage Program
• Manage local cleaning team daily tasks
• Maintain regular communication with Landlord on building services

• 1-2 years experience in a Reception, Office Assistant or Office Administration role
• Proficiency in Microsoft Office suite
• Business proficiency in English and French

Health and Safety, First Aid and/or Fire Safety experience a plus

• healthcare insurance for high-quality medical and dental care that covers hospitalization, optical care, alternative medicine, and flu vaccines
• Per Obligatoire pension plan
• 50% reimbursement for public transport commuting
• company-funded meal vouchers
• 540 € annual fitness reimbursement
• 24/7 mental wellbeing support
• an Employee Stock Purchase Plan with 15% discount
• charitable donation matching and volunteer leave
• 25 days of annual leave and extra company holidays, and Reduction of Working Time (RTT)