Personal Assistant & Office Manager (Maternity leave 6-9 months) - Zurich

South Pole is an energetic, global company offering comprehensive sustainability solutions and services. With offices spanning all continents across the globe, we strive to create a sustainable society and economy that positively impacts our climate, ecosystems and developing communities. With our solutions we inspire and enable our customers to create value from sustainability-related activities.

Our Corporate Functions team is the “enablement engine” of South Pole. Behind the scenes, we provide the business with world-class solutions and best practices that sustain business growth and success. We cover key areas such as Finance, HR, Office Management, Legal, IT, Operations, etc. If you are a smart, ambitious and dynamic professional with a strong passion to make a real difference in the fight against climate change, the below position may be right for you!


Job summary:

With the overall responsibility for the local office management and administration, you are the main contact for ensuring all office logistics run smoothly, managing the vendors that provide services to the office, as well as  implementing office health and safety standards in compliance with local laws. You also handle administrative tasks such as payroll and social insurances. As a Personal Assistant, you will provide close support to the CEO and other senior leaders in all their administrative and organisational needs.


Main tasks & responsibilities:

Personal Assistant (50%):

  • Providing high-level executive support to the CEO and other senior business leaders
  • Supporting with calendar and inbox management
  • Make travel arrangements, including but not limited to booking travel and hotels, handling all paperwork related to passports and business visas as needed
  • Manage and process business expenses
  • Submit timesheets for CEO and other senior leaders
  • Drafting and formatting correspondence, documents, reports, presentations, etc. where needed
  • Handle confidential documents and obtain contract approvals and signatures
  • Go-to person for external stakeholders to coordinate urgent matters involving the CEO
  • Any additional tasks in support of the CEO and senior leaders, as may be required

Office Management (50%):

  • Manage all reception duties, such as answering incoming calls and transferring them, receiving and attending to visitors and guests in the office, etc.
  • Responsible for organising all office supplies
  • Manage office logistics to ensure good working conditions
  • Assist employees with any office-related needs or challenges
  • Be the point of contact with the landlord; arrange desks and seating plans
  • Implement local health and safety procedures, communicate evacuation plan to colleagues
  • Administrate all required office insurances and be the point of contact with insurance providers, brokers and local authorities
  • Processing payroll for Switzerland and coordinating with the social insurances, pension fund and other relevant insurances 
  • Assist with any German-related correspondence for the office
  • Manage general communications to the Zurich office
  • Support our Central Functions teams (finance, legal, HR, IT, operations) in various deliverables as needed
  • Organise internal events such as virtual activities, office outings, sports activities, well-being initiatives,  after work aperos and activities, etc.
  • Be the bridge between the Zurich office and other global offices  

Requirements:

Essential - 

  • Education in business administration or other relevant field
  • At least 2  years of work experience as Executive Assistant, Personal Assistant, Administration Assistant, Office Manager, etc.
  • Experience in Swiss payroll is a plus
  • Outgoing personality with creative ideas to bring team people together 
  • Excellent communication, networking and organisational skills with fluency in English and German
  • Service-oriented, reliable, proactive as well as an excellent team player and used to work independently
  • Ability to manage multiple priorities simultaneously while keeping strong attention to details
  • Advanced computer skills, especially in Google Suite
  • Have good organisational and prioritization skills
  • Excellent communication and collaboration skills
  • Comfortable working in a fast-paced multicultural environment

Desirable -

  • Advanced computer skills, especially in Google Suite 
  • Experience with Abacus (Payroll System)

What we offer:

At South Pole, we care about our employees as much as we care about the planet. South Pole is not just an employer, we are a Team. South Pole does not just offer people a job, we offer you a career. By joining our team, you will find strong purpose and deep meaning in everything you do. You will have the chance to make a real difference for our clients and for the planet, working alongside a passionate team of like-minded colleagues, while building your knowledge/skills and developing your career in a fun, dynamic, international and fast-growing organisation. 

We’re a planet of 7.5 billion unique and different people.  We all have a contribution to make and South Pole is proud to be an Equal Opportunity Employer.  We do not discriminate on the basis of race, religion, colour, sex, gender identity, sexual orientation, age, national origin, marital status or disability.  Our recruitment is decided on the basis of qualifications, merit and business need.

Or, know someone who would be a perfect fit? Let them know!

Zurich

Technoparkstrasse 1
8005 Zürich Directions +41 43 501 35 50 View page

Life as a Penguin on the Iceberg

With such an important mission, we expect a lot from our employees, and strive to give a lot in return. Because we care about our employees as much as we care about the planet.

  • Health & Wellbeing

    We believe that health is central to happiness. We organise many wellbeing activities such as yoga, meditation sessions, sports groups, healthy snacks, active breaks, etc.

  • Work-life balance

    From flexible working hours to flexible workplace (home office), with above-average vacation allowances, we strive to make the work and family life puzzle an easy one for our employees.

  • We practice what we preach

    From Vegan Days to plastic-free lunches, off-setting our own Company emissions and countless other initiatives, we fully live our values and lead by example on a daily basis.

  • Company outings and events

    It is not only hard work, we also have lots of fun! We frequently get together to celebrate our successes, do activities together and get to know each other better

What makes us unique

At South Pole, we are first and foremost a purpose-driven Company. People join us because they believe in our mission and want to be part of a community that fights together for our shared values and beliefs. But that is not the only reason why working at South Pole is such a rewarding experience...

  • We know that our vision to help create a greener world is both bold and challenging. To achieve it, we settle for nothing less than the absolute best.  We form a Community that is stronger than the sum of its parts.
  • Entrepreneurial at heart.  It’s not just our founders who are entrepreneurs. We actively promote an innovative mindset at all levels of the organisation, where each and every employee is encouraged to challenge the status quo and empowered to make decisions.   
  • Growing employees in a growing company.   With a team of smart, passionate and engaged colleagues, as well as an increasing demand from our clients, opportunities to learn, develop our skills and grow our careers are endless. 
  • All for one, and one for all!.  Above all other things, what truly drives our dedication and commitment to our purpose is our colleagues.  We learn from each other and grow together. Because that is who Penguins are.

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