The incumbent assists the IB Legal & Compliance department (IBLC) with high quality administrative support, including budget control and contracts filing, and to proactively address the administrative daily requests of the department in a coherent and efficient manner.
This role requires to be in our Foundation office, based in Geneva, 3-4 days per week.
Only candidates with a valid Swiss work permit will be considered.
In the capacity of Office Support Coordinator, the incumbent:
- Organizes staff meetings, HR trainings and social events for the Foundation Office
- Supports any ET member during their visits in the Geneva Office
- Acts as a coordinator for HR issues (in cooperation with the HR department)
- Keeps the Geneva Office calendar up to date
- Oversees the Foundation Office insurance policies
- Manages special projects as they arise
Key Accountabilities
1. Provide high quality administrative support to the IBLC team in an autonomous manner by dealing with:
- the agenda of the Head of L&C (meeting invitations)
- the organization of legal meetings and retreats
- the assistance for official filings of governance and corporate documents
- the physical filing of trademarks documents
- the formatting of documents and contracts
to ensure smooth running of the Legal & Compliance department.
2. Process invoices of the IBLC in a timely and efficient way to have them paid without delay.
3. Hold a budget ensuring that IBLC remains within the numbers allocated during the fiscal year.
4. Process i-expenses and credit card expenditure for the IBLC to allow proper reimbursement for the lawyer concerned and to document all transactions made with their corporate credit card.
5. Manage the legal mailbox so that each new request is being attended by the appropriate lawyer.
6. Digitalization of all signed agreements in IBLC’s online document management system (GCD) and SharePoint, ensuring that all IB contracts are safely stored and easily retrievable.
7. In collaboration with the facilities administrator, organize outings of the Geneva Foundation Office and help with logistics when the Executive Team/Board of Governors are meeting in the office.
Knowledge, Experience, Technical and Soft Skills
- Secretarial/administrative/organizational skills, experience in organizing meetings & calendars
- Skills in organizing and maintaining an electronic database for contracts and other legal documents
- At least 3-5 years relevant experience
- Experience in expenses processing and budget controlling
- Fluency in English and French, Spanish an asset
- Excellent MS Office skills, adaptable to working with online applications
- Strong interpersonal and communication skills
- Capacity to work as a member of a team, under time pressure and setting priorities
- Experience of working in international or global organization
- Ability to take minutes and respect confidentiality
- Attention to detail
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