Office Administrator, Hear the World Foundation

Staefa, Switzerland

Office Administrator, Hear the World Foundation

Purpose of the Job

Ensure the efficient and effective operation of the Foundation, with a focus on core governance functions, office management, and support to both portfolio and engagement teams. The role is responsible for managing the Foundation’s governance processes and enabling smooth day-to-day operations.

Tasks & Responsibilities

Foundation Governance Administration

Coordinate and execute all administrative topics required for annual reporting to federal authorities.

Prepare and organize Board meetings and related documentation.

Manage travel arrangements for governance and leadership meetings.

Act as liaison to the Managing Director on all administrative tasks related to Foundation governance.

Maintain accurate and comprehensive records to support digital knowledge management.

Office Management

Handle all Foundation correspondence and documentation.

Assist in the planning and execution of office-related projects and internal events.

Support stakeholder and donor management activities.

Assist in organizing Foundation representation at external engagement events.

Support in budget preparation, invoice processing, and expense tracking.

Help manage and improve IT tools and systems to enhance operational capacity.

Your profile

• Minimum 3 years in a relevant administrative or operations role, preferably in an international environment.
• Fluent in English and German (written and spoken).
• Knowledge of financial and project management tools.
• Advanced MS Office skills (Excel, Word, Outlook, PowerPoint); willingness to learn new tools.

Competencies

Personal Competencies

Highly organized, structured, and efficient with strong planning and implementation skills.

Proactive mindset with a high level of self-management and initiative.

Exceptional attention to detail, accuracy, and reliability.

Genuine interest in Foundation work and a drive for operational excellence.

Social Competencies

Strong interpersonal skills; friendly and engaging personality.

Collaborative team player who enjoys working with diverse internal and external stakeholders.

Cosmopolitan with strong cross-cultural awareness and sensitivity.

Leadership Principles

Leading Self: Curious learner, committed, and self-driven.

Leading System: Focused on priorities, continuously seeking improvements.

Professional Competencies

Proven experience in Foundation or nonprofit operations in an international context.

Comfortable with budget handling and cost-conscious decision-making.

Experience working in or with international organizations or corporations.