Office Manager (60-70%) - 7 months

For one of our clients based in Geneva, we are looking for an Office Manager / Administrative Coordinator to cover a maternity leave from July 2026 until the end of Feb 2027. This position is broader than a traditional Executive Assistant role. While there is some support to senior management, the role is primarily focused on office management, coordination, and ensuring the smooth day?to?day functioning of the office.

Office management and reception

• Ensure the smooth daily operation of the office and maintain a well?organised, welcoming working environment
• Manage suppliers, service providers, office stock and equipment
• Handle reception duties, incoming calls, shared mailboxes and mail management
• Organise internal events, team meetings, breakfasts and end?of?year events
• Manage parking administration and access badges

Administrative and management support

• Provide administrative support to senior management, including agenda coordination, correspondence, document preparation and meeting minutes
• Prepare presentations, reports and internal documentation
• Coordinate travel arrangements and process expense claims
• Ensure proper filing and document management (digital and paper)

HR, finance and IT coordination

• Act as a local HR point of contact, supporting onboarding and offboarding and liaising with Zurich
• Follow up on HR documentation and administrative processes
• Coordinate with Finance on invoices, expense tracking and administrative follow?ups
• Liaise with IT teams for onboarding/offboarding and local coordination

Coordination and communication

• Act as a central point of contact between teams, management and external partners
• Ensure smooth information flow across departments
• Support internal processes and contribute to operational continuity

• Proven experience in office management, administrative coordination or a similar role
• Strong organisational skills and ability to manage multiple priorities simultaneously
• Hands?on, service?oriented and proactive mindset
• Comfortable working in a multifunctional role combining office management and administration
• Excellent interpersonal skills and ability to interact with all levels of the organisation

Languages

• Fluent in French and English, both written and spoken, is mandatory