Administrative Assistant (40-60%)

☞ Lumiphase

View: 144

Update day: 10-04-2024

Location: Stäfa Zürich ZH

Category: Administrative / Clerical / Assistant

Industry: Technology Information Media

Position: Mid-Senior level

Job type: Full-time

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Job content

At Lumiphase, we are looking for a versatile part-time administrative assistant to support the daily operation of the company in its dynamic, growth phase. In this early stage, support can take various forms, and your flexibility in solving different problems will be essential. Your role will be working closely with another team member in the support team to establish, facilitate and develop processes to make our daily operations more efficient. You will be in contact with multiple areas and with most people within the company while having the opportunity to shape our support functions, and to develop yourself in this role as the company is growing. This job requires flexibility, a good sense of confidentiality and of direction.

Tasks
  • Scheduling appointments and maintaining calendars for company operations, e.g. for client or internal meetings.
  • Supporting the shipping and receiving of goods and documents, including export and customs operations.
  • Purchasing and accounting tasks: handling approval processes, placing purchase orders, tracking item delivery, booking invoices, and interacting with our accountants.
  • Handling tasks related to travelling (e.g. booking of hotels, flights, etc, booking expense reimbursement, …)
  • Hosting visitors (clients, suppliers), e.g. by organizing agendas of visitors, taking care of reservations (hotels, trains, restaurants)
  • Office administration, e.g. expanding offices, finding infrastructure, and handling inventory
  • Supply office materials, standard IT equipment, packing and shipping materials
  • Communicate within the company, including writing and editing instructional documents

Requirements
  • 2+ years’ experience in administration, office management, etc.
  • Strong organizational and communication skills
  • Willingness to work in a growing environment with opportunities to shape the company
  • Solution-oriented, creative and motivated thinking
  • Flexible and proactive to tackle unknown problems
  • Team player with a positive attitude
  • Very good knowledge of modern IT infrastructure and tools, including collaborative tools
  • Very good German and English skills (spoken and written) are required; any additional language is an advantage
  • Education background: a commercial apprenticeship, or any other commercial education, or have a similar background. Experience is positively considered, but a strong interest and willingness to learn is valued as well.

Benefits

At Lumiphase, we offer an innovative, fast-growing, and dynamic working environment with broad options for personal development. We have world-class technical people who love to share their skills with all team members. People from all around the world have joined us, creating an open-minded and diverse team spirit.

We offer a variety of benefits to create a positive experience at work, and enable a healthy and enjoyable work-life balance.

Be part of our team and our adventure!

Our recruitment process consists of three stages:
  • A 30 min. phone interview with our People & Culture team member to discuss your general career motivations, and present our company and this role.
  • A 1-1.5 hour phone interview with 1-2 members of the hiring team to deep dive into the core skills requirements.
  • An on-site visit to interview with and meet many members of the team that you would be working in. This often includes lunch and gives you a strong sense of the company culture and individuals.

Then, both parties take their decisions! We aim to complete all steps in one month, but also allow for modifications to ensure both sides have a full picture of the skills and culture match to take the decision in an informed way.

Tip: the cover letter is optional, but it is a great way for us to know why you are applying. Taking the time to add a paragraph to a plain document to upload is not only totally fine, but much appreciated! No need for formal formatting, as we are an informal team that appreciates authenticity.
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Deadline: 25-05-2024

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