Executive Assistant / Manager in an architecture firm.

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title: Executive Assistant / Manager in an architecture firm.
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Executive Assistant / Manager in an architecture firm.
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You play a key role at the heart of our architecture firm's operations, through your participation in the launch of projects and new structures.

We are looking for a motivated executive assistant / manager capable of working in direct contact with management and centralizing the administrative follow-up of several structures.

You will hold a cross-functional position and will be the liaison point between management, the fiduciary, lawyers, insurance companies, banks, employees, department heads, and project managers.

Above all, we are looking for an organized, rigorous, reactive, and autonomous person, capable of taking initiative, identifying urgencies, and ensuring that various files progress within the deadlines.

Your missions

1. Main point of contact for the fiduciary.

• Centralize, classify, and transmit every month all the elements necessary to the fiduciary (VAT, taxes, social security contributions, invoices, supporting documents...) ;
• Monitor and pay expense reports ;
• Ensure the follow-up of the office's requests and their proper resolution.

1. Administrative department

• Management of the administrative department: 1 female collaborator
• Fill in and update the monthly tracking table for figures, cash flow, and invoicing ;
• Create and issue invoices according to the validated elements ;
• Keep and file contracts ;
• Manage the document base.

1. Banks and treasury

• Identify unusual movements and immediately alert management ;
• Search for supporting documents corresponding to operations ;
• Prepare transfers for validation by management.

1. Human resources

• Be the administrative convergence point for employees and managers and respond to requests for information ;
• Collect payroll variables: absences, leave, bonuses, etc. ;
• Perform payroll for the 25 collaborators with the support of the fiduciary ;
• Monitor employee hours, management of overtime ;
• Monitor arrival / departure of collaborators, trial periods, centralize documents necessary for hiring ;
• Maintain individual employee files: keep employment contracts and HR documents ;
• Carry out procedures with SUVA, health insurance... and follow the files.

The objective is to constantly have a clear vision of the administrative situation and to anticipate potential obstacles.

1. General coordination

• Centralize information coming from management and department heads ;
• Redistribute requests to the correct interlocutors ;
• Prepare summaries and reports for management: documentary research... ;
• Prepare and maintain various tracking tables ;
• Maintain a calendar of important deadlines ;
• Follow up with employees, managers, suppliers, banks, fiduciary, insurers, and lawyers ;
• Prepare files and elements necessary for appointments and various meetings (banks, fiduciary lawyers, insurance... ) ;
• Follow up on actions decided after each meeting ;
• Keep and organize confidential documents and important files ;
• Identify urgencies and report them quickly to management ;
• Regularly provide management with an update regarding deadlines, blockages, unpaid amounts, litigation, and pending actions.

Profile sought

We are looking for a person who ideally has proven experience in a similar position in executive assistance, administrative management, accounting, or SME management. (The construction or architecture sector would be a plus)

With administrative training (federal diploma of executive assistant or SME manager or higher education deemed equivalent), you must be particularly comfortable with:

• Organization and follow-up of several files simultaneously: ability to manage priorities and work in a team ;
• Rigor, precision, and organizational skills ;
• Office tools (Microsoft Office) and tracking tables ;
• Excellent command of French, writing skills ;
• Good interpersonal skills: exchanges with administrations, the fiduciary, etc. ;
• A taste for collaborative work and a sense of service ;
• HR administrative follow-up ;
• Document management and filing ;
• Follow-ups and respect for deadlines ;
• German is a plus.

Beyond technical skills, we want a motivated person with a willingness to learn, reliable, structured, autonomous, reactive, and extremely rigorous.

You must be able to spot an anomaly or an urgency and report it to management without waiting while being proactive.

Confidentiality is essential given the nature of the financial, social, banking, and legal information to which you will have access.

Why join us?

• You will evolve in a human-sized structure, where ideas, proactivity, and initiatives are valued.
• You will participate in varied and stimulating projects.
• You will join a dynamic, friendly, and passionate team

Interested? send us your application (CV + cover letter) — we look forward to meeting you!

Atelier mor& architectes SA

• Atelier mor& architectes SA

Avenue Ritz 36
1950 Sion

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