Executive Assistant & Backoffice Support 50+%

OceanCare has been committed to the protection of the oceans and marine animals worldwide since 1989: through participation in international bodies, protection projects, and awareness campaigns. Since 2011 as a UN special advisor for marine protection. We are an internationally networked, agile expert organization with a team in Wädenswil that works with colleagues from 12 countries on four continents. Because there is much to do in marine protection, we are looking for an experienced colleague as Executive Assistant & Backoffice Support (50 +%) *Percentage specifications are to be understood as an assumption and percentage of the workload* Work location: Wädenswil (ZH) Line Management: Is subordinate as a staff position to the CEO. Close cooperation and coordination with the COO. Tasks: Support of the management in operational and administrative matters as the central contact person on site with responsibility for the organization and smooth operation of the office. Support of the management in operational and administrative matters (60 %): • Administration • Travel bookings for conferences and other business trips for employees via Globetrotter • Coordination of appointments and meetings (e.g., team meetings, external appointments) as well as appointments of the management (GF) • Support for expense and credit card accounting GF • Preparation and follow-up of meetings including agenda, minute-taking, and pending tasks management • Coordination and processing of graphic or printing orders • IT & resource management • First point of contact for employees for simple IT issues as well as coordination in case of malfunctions • Organization and maintenance of the office infrastructure and troubleshooting for IT issues • Ensuring document filing as well as maintenance of the server structure, together with COO • Support of the management in the structured filing of documents and emails. • Support Personnel Administration/HR • Support internal recording of vacation absences • Ensuring current and complete entries in the OC calendar • Operational support of COO during retreats, team workshops, and team events • Organization of catering for team meetings, team lunches, and welcome apéros • Organization of employee gifts and cards Administration and operation of the office (40 %) • Responsibility for order, cleanliness, and a pleasant working atmosphere in the office • Ensuring the availability of office supplies as well as demand-oriented ordering. • Updating and coordination of the division of office tasks in the team (duty roster) • Ensuring telephone service through FR/MKT/KOM and backup as well as independent emptying of the mailbox • Coordination and administration of parking spaces • Coordination of matters regarding the office infrastructure and administration • Contact person for external service providers (e.g., cleaning, caretaker) Profile: • Several years of experience in a comparable function • High level of personal responsibility and strong organizational skills as well as the ability to set priorities, recognize connections, and think actively • Full office presence (for a 50% workload ideally half a day daily) and to take on a central hub function for the team and management • Residence in Switzerland as well as native German language with a secure understanding of Swiss German as well as good English skills in spoken and written form • Strong communication skills as well as a stylish, audience-appropriate writing style • Structured, forward-looking, careful, and reliable way of working with a strong sense of order. Transparency and efficient processes • Confident handling of parallel tasks, even in dynamic situations • High flexibility and agility as well as the ability to remain calm and maintain an overview even in dynamic situations and to coordinate several tasks simultaneously • Friendly, service-oriented, and committed appearance with genuine joy in supporting others and making a positive contribution to daily team life • Open, proactive, and transparent communication as well as the willingness to share relevant information early and take on visible responsibility • Discretion and trustworthiness and a high sense of responsibility when dealing with sensitive information • Confident handling of common office tools (Microsoft 365) as well as openness and interest in digital tools and systems • Experience in the coordination of external service providers as well as in dealing with IT issues is an advantage • Basic knowledge in personnel administration and HR processes (e.g., social insurance, recruitment) is an advantage • Hands-on mentality, pragmatism, and joy in tackling things, taking responsibility, and actively shaping daily office life • Clarity and commitment in cooperation as well as the ability to coordinate tasks in the team in a motivating and goal-oriented manner • Identification with the mission of OceanCare; experience in the NGO environment is an advantage We offer: • A versatile, responsible position • The opportunity to make a direct contribution to marine protection and species conservation • A motivated team with flat hierarchies Are you interested? Our team consists of people who carry within them the desire to make a difference. Whoever works at OceanCare feels connected to the marine world. We wish for applicants who share this passion. We look forward to your application by e-mail (CV, cover letter, and the most important certificates) to Olivia Zollinger ozollinger@oceancare.org. Due to the summer break, acknowledgments of receipt for applications will only be sent from calendar week 33. We thank you for your understanding. Horgen Permanent employment Published