Administrative Assistant
Newell Brands
Key information
Job ad expired
Workload:
100%Contract type:
Permanent position-
Place of work:
Genève
Job description:
For our Geneva office, we are currently looking for a
Administrative Assistant
(Geneva based – Full Time)
The primary responsibility of this position is to ensure full administrative support to both Human Resources and Office Management. In this role, the candidate reports to the Office Manager.
Responsibilities:
Office Administration
• Greet persons entering organization
• Security: monitor visitor access and maintain security awareness, participate to ad hoc security related initiatives
• Answer telephone, screen and direct calls. Take and relay message
• Receive and sort mail and deliveries and organize smooth postage and parcel deliveries, including scan of incoming post mails and emailing to the related function / department
• Handle VAT invoicing: receive, sort out and scan VAT invoices with related statement summary and email them to AP, InvoicesEMEA
• Handle twice a week the SAS shipment by UPS to St Herblain manufacturing site.
• Ensure knowledge of staff movements in and out of organization
• Provide general administrative and clerical support
• Manage office supplies and furniture orders, according to agreed budget
• Coordinate meetings and organize catering
• Help the Office Manager to handle the Company Car fleet for all Swiss-based employees (regular services/insurance/repairs and employee contacts, in collaboration with local HR)
• Ad hoc events organization (employee lunches, summer picnic, year-end event, etc.)
• Invoice management –SAP/Ariba Network – input office and HR related invoices as necessary, mediate information between users, system admin support, and general invoice management.
Human Resources
• Provide administration support to the HR Team
• Organize and file payroll records as well as prepare all necessary files for the annual payroll audits.
• Maintenance of the employee personnel online- and hard copy records (scan and file management)
• Track all work permits and ensure validity/renewal
• Collaborate with the HR Manager to ensure the on-going accuracy and maintenance Insurances contracts and HR Policies within shared drive
• Human Resources Invoice handling including Manual Payment Request creation whenever needed
Required profile:
Qualifications:
• CFC or equivalent
• Executive Assistant or Human Resources certificate an asset
• Three years minimum of functional experience as Administrative Assistant.
• Bilingual English / French – other language(s) an asset
• Proficient in MS Office software, reporting tools and SAP knowledge an advantage
• Service oriented work behavior
• High flexibility
• Excellent written & verbal communication skills
• Demonstrated ability to handle multiple tasks and assignments simultaneously
• Attention to detail and high level of accuracy
• Communication with all levels in the organization
• Planning & Organizing
• Ability to maintain high level of accuracy and confidentiality
• Initiative & follow up
• Judgment / problem solving
• Very effective organizational skills
• Ability to perform tasks in full autonomy
• Teamwork oriented
What we offer:
Great Multicultural Environment
Contact
- . Christel Castelo
Newell Brands