Executive Assistant to the Real Estate Department - 100%

Company Description

With more than 12,000 employees representing 160 professions, the University Hospitals of Geneva are a nationally and internationally recognized institution. To learn more about our institution, take a few minutes to view our 2024 retrospective by clicking  here .

The position is attached to the Real Estate Department (DI). This department's missions are to renovate and build real estate infrastructures, manage, maintain, service, and enhance the existing real estate portfolio, be an active player in the ecological transition of the real estate assets, and cultivate operational excellence. In this capacity, it defines the real estate strategy of the HUG, leads the implementation of the 2022-2040 hospital master plan, and ensures the management and coordination of major real estate projects in close partnership with the main State services attached to the Department of Territory and Health. It also ensures the optimization of space management and plans their evolution and allocation, while guaranteeing the smooth operation of hospital activities.

More than 230 professionals carry out their missions daily with constant rigor, a strong sense of service, and a firm commitment to environmental responsibility.

Job Description

As an executive assistant, you directly contribute to the efficiency and influence of the Real Estate Department (DI).

You are a rigorous, proactive person with an excellent sense of confidentiality. You enjoy organizing, anticipating, and facilitating the life of a manager in a demanding institutional environment.  

As a true partner of the Director, you provide secretarial and executive assistance with both a strategic and operational approach.

You ensure smooth, efficient, and confidential management of daily affairs while supporting decision-making and monitoring priority files.

You manage the Director's agenda, prepare meetings, and ensure the prioritization of appointments.

You write, prepare, and review letters, notes, reports, and official documents.

You coordinate communication between the Director, internal teams, and external partners.

You follow up on decisions and ensure deadlines are met.

You organize the DI's travel and events (seminars, plenaries, team meals).

You supervise document management and filing, ensuring compliance and confidentiality of information, and contribute to the budget management of the Director's office and validate certain invoices.

Qualifications

You hold a commercial maturity diploma or an equivalent qualification, complemented by an executive assistant certificate.

You have at least 5 years of proven experience in a similar role, ideally in an institutional or complex environment.

You have excellent command of French (C2 level) and good knowledge of English (B2–C1).

You excel in using office and collaborative tools (MS Office, Teams, SharePoint, OneDrive, MindManager).

You know how to manage priorities, demonstrate rigor, anticipation, and diplomacy.

You embody discretion, reliability, and team spirit while cultivating a strong sense of service.

Additional Information

• Start date: to be agreed
• Number of positions: 1
• Activity rate: 100%
• Function class: 14
• Contract: CDI
• Application deadline: 13.11.2025
• Contact for information: Ms. Sophie Soncini, Deputy Head of Human Resources, sophie.soncini@hug.ch

Your application file must include a cover letter demonstrating your motivation, your CV, copies of diplomas and certificates required for the position, and the last 2 work certificates.

This announcement is addressed equally to women and men.

Wishing to engage in the fight against unemployment, the HUG encourage applications coming from the Cantonal Employment Office.

Only applications submitted via the recruitment platform will be considered. Paper and email applications will not be processed.