Office Administrator

Job Description - Office Administrator )

Job Description

Office Administrator - (  )

Description

This is a part-time position, Monday to Thursday mornings, for a six-month coverage period.

• Answering all incoming switchboard enquiries professionally and: (i) routing calls to the relevant destination quickly; or (ii) passing messages on via e-mail within 30 minutes
• Greet all visitors upon arrival and ensure they are announced to their host
• Monitor stock levels of drink, stationery, office, apartment and other consumable supplies and order as required, under the guidance of the European Facilities Manager to remain within budget
• Assist with processing office post, including couriers (DHL), printing stamps (A-Post for small and large letters), emptying post from mailbox and distributing as necessary
• Ensure visiting staff to the office have a first-class experience, making sure they:
• are provided with a visitor access pass;
• are booked into the corporate apartment and given necessary details (if applicable); &
• have a desk/office allocated to and prepared for them
• Prepare the apartment for any visitors due including setting up access card in lock box
• Overseeing the apartment booking process (managing schedule, receiving requests, sending the form to requestors, awaiting for COO approval and sending confirmation)
• Be the contact person for any supplier/vendor visits
• Requirement to attend Park Tower AGM taking place in springtime 2026 (attendance in person with Managing Director)
• Supporting SVPs with ad hoc tasks
• Supporting organization of social events during 2026
• Sending quarterly rental invoices to Allied World’s tenant in Park Tower (Heritage
  
  B)
• Checking the office for and the reporting of any relevant faults (printer, video conference, kitchen facilities etc.)
• Organizing the Swiss Executive Management Committee in agreement with the Managing Director and Company Secretary, including scheduling the meetings in Outlook, preparing agendas, sending invitations, preparation and distribution of materials
• Processing invoices in Concur (checking and, if necessary, adding documentation) and submitting to the European Facilities Manager for approval
• Update Swisscom tracking spreadsheet, and adding allocation details to invoices with support from Payments team in Finance
• Provide support to Swiss Finance team by preparing biweekly reports from EDW
• Provide organizational support to Reinsurance team members for conferences

Job requirements:

• Beginners’ experience in administrative tasks
• Excellent command of German and English an absolute must
• Strong attention to detail
• Confident with Microsoft Office applications

Zug Park Tower 15th Floor Gubelstrausse 246300 Zurich