Administrative Officer & Executive Assistant (60%)

About the job

About us

Dampfwaren AG (Smokee) is a growing Swiss trading company in the luxury and specialist retail segment (vapes, shisha, tobacco, CBD, snus). With currently 8 branches and a webshop, we manage our entire omnichannel business directly from our headquarters and central warehouse at Seetalplatz in Lucerne. Our approach is pragmatic, direct and hands-on. To effectively relieve our management from operational administration in day-to-day business, we are looking for a reliable, down-to-earth organisational talent.

Your mission

You take over the administrative reins in the back office of our central warehouse. You independently manage the administration, control the flow of paperwork and documents, quietly coordinate the interface with our external fiduciary and keep the management’s back free.

Your core responsibilities

Finance & Fiduciary preparation: You check, code and process all supplier invoices digitally, prepare monthly financial statements and review the monthly time records and work reports of our staff.

Incoming mail management (office@): You independently manage the central inbox, handle administrative enquiries directly and keep distractions away from the CEO.

HR & master data maintenance: Preparation of employment contracts, preparation of payroll data for the fiduciary and maintenance of supplier master data in the ERP system.

Back office in a commercial environment: You have no problem with your office being directly attached to our central warehouse. You ensure structure, order in filing and smooth interfaces between office, warehouse and branches.

What you bring

Completed commercial basic training (KV EFZ) or solid several years of experience in SME or retail administration.

Down-to-earth "hands-on" mindset: You feel comfortable in a dynamic retail and warehouse environment and enjoy creating structure and order in everyday administration.

Digital affinity: Proficient use of MS 365 (Outlook, Excel) and willingness to work with modern digital document tools and ERP systems.

Precise working method: Conscientiousness when checking figures, documents and time records.

Communication skills: Fluent German in spoken and written form as well as direct, solution-oriented communication.

What we offer you

Genuine relief role: A clear, independent area of responsibility where you can establish your own structures.

Uncomplicated culture: Short decision-making paths, down-to-earth doer mentality and direct communication with management.

Predictable working hours: Fixed 60% workload with flexible agreement on working days.

Interested?

We look forward to receiving your complete application dossier including salary expectations directly via the application form.