Office Manager (40-60%) - Haelixa

Office Manager (40-60%)

Kemptthal, Switzerland

Administration

Open position: Office Manager

Haelixa is a multi-award-winning, fast-paced ETH spin-off. Our promise to brands is “Supply chain verification made easy.” We deliver a fast track to regulatory compliance. We provide a traceability solution for marking and verifying raw materials with 100% reliable Swiss DNA technology. Our solution helps boost brand trust and customer engagement by contributing to greater sustainability. Our team is dedicated to innovation and strives to impact the world positively. Join us on this journey!

As the Office Manager at Haelixa, you will work in the Swiss team based in Kemptthal and report directly to the CEO. You will support our daily office operations and ensure smooth administrative processes. The ideal candidate will be responsible for providing administrative support to various team members and assisting in the office’s efficient functioning.

Schedule: Starting 1 September 2024, or another mutually agreed date.

Holidays: 25 days (at 100%)

Location: Hybrid (Kemptthal/Home office)

Responsibilities:

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Make travel and accommodation arrangements
• Handle expense reports and reimbursements
• Assist with invoicing and processing payments
• Prepare and organise documents and quarterly financial reports
• Manage onboarding paperwork and other HR-related administrative tasks
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system
• Maintain office supplies inventory and place orders as needed
• Collaborate closely with the CEO and other team members

Requirements:

• Work experience as an Office Manager or similar administrative position
• Excellent MS Office knowledge
• Strong organisational and time management skills
• Independent work style
• Passionate about working in a dynamic environment within a small team
• German native speaker (or fluent), excellent verbal and written communication skills in English, other languages are an advantage
• Discretion and confidentiality

What we offer:

• Great responsibility from day one; we value ownership and hold ourselves accountable for outcomes
• Alignment of objectives at the company level; we set clear goals together and achieve them in a suitable and timely way
• Friendly and inclusive team spirit; we are optimistic and collaborative, and our criticism is always constructive
• We believe that sports teach fairness, teamwork, discipline, perseverance, and respect. As a result, we offer a yearly sports subscription to all members.
• The offices are well-designed and located in a lively area between Zürich and Winterthur.
• We arrange seasonal team events and achievement celebrations

Please apply by attaching your resume.

We look forward to your application!

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