Job Vacancy Announcement – Office Manager (Executive Assistant) | Part-time

Are you looking for an opportunity to advance the world’s transition to sustainable and resilient infrastructure? Join our team!

About Global Infrastructure Basel Foundation (GIB)

GIB is a Swiss foundation based in Basel active since 2008. GIB’s vision is a world in which investments in social, economic and physical infrastructure lead to inclusive, sustainable and resilient communities and ecosystems.

Job Profile

• Type: Indefinite duration contract (subject to a 3-month probation period)
• Start date: 1 February 2023 or by mutual agreement.
• Location: Basel, Switzerland (on-site)
• Percentage: 60%
• Travel requirements: some travel within Switzerland may be required.
• Deadline for applications: 8 January 2023
• Other requirements: Swiss/EU passport or Swiss work permit is a requirement.
• Salary range: 60,000 – 75,000m CHF (gross) for 100%, to be scaled down based on work percentage.

About the position

The GIB team is expanding, and we welcome the additional expertise and support an organised and motivated office manager can bring to the team. If selected for this position, you will be working alongside a multicultural and diverse team, you will be supporting global and sustainability-oriented projects in their logistics and admin efforts, and contributing to maintaining an organised and welcoming office environment.

Our ideal candidate would have a strong passion for sustainability alongside excellent administrative and organisational skills; and share GIB’s core values.

At GIB, we take inclusivity and equality very seriously. We strongly encourage all individuals of any gender, persons with disabilities and persons of any age to apply, and we promise we will consider your application carefully and fairly.

Your main responsibilities will include:

• General office management duties including, but not limited to:
  • welcoming guests and colleagues
  • handling incoming and outgoing correspondence and calls, distributing mail, managing conference room calendar and office-wide invitations
  • managing general GIB contractors such as the cleaning crew
  • ensuring all office spaces are properly aired, plants are watered, common areas are fully stocked and orderly
  • replenishing office supplies
  • reconciling and preparing expense reports
• General logistics duties, including but not limited to:
  • making reservations (travel, workshops, team outings)
  • ensuring refreshments and printouts are ready for meetings and workshops
• Support to backoffice and management:
  • supporting the HR lead in administrative tasks such as filing documents,
  • keeping HR database updated
  • supporting the CEO and COO as required
  • preparing meetings for high-level attendees
• General project support
  • supporting project managers as needed

You meet the following professional criteria:

• At least 2 years of experience in an office manager or administrative assistant role (relevant commercial internships count as experience as well)
• Completed education relevant for office management education (e.g. “KV”, höheres Fachdiplom or Bachelor or similar)
• Excellent communication and interpersonal skills.
• Excellent organisational skills
• Fluent in English and German/Swiss German, other languages such as French are an asset
• Strong skills in Teams, MS Outlook. Word, Excel and Powerpoint
• Ability to work from the office most days of the week is a requirement
• Experience in event organisation and coordination is an asset
• Some experience or track record in sustainability, international organisations, is an asset

Our ideal candidate has the following personal attributes:

• Responsible, reliable and proactive
• Open-minded personality and positive attitude
• Team-player
• Flexibility to adapt quickly to changing priorities and environment
• Ability to multi-task, and manage time
• Detail-oriented

Application Process

If you meet the above requirements, please submit your application in English by e-mail to recruitment@gib-foundation.org before the deadline. Your application should include:

– CV in English

– Brief Motivation letter in English (1 page max.)

– Reference to your work-permit status

– Where you saw the job advertisement.

Applications will only be considered if they provide all the above. Shortlisted applicants will be contacted by e-mail or phone and invited for an interview (either physical or online).

If you have any questions or comments, please do not hesitate to contact Vicky Vouleli at recruitment@gib-foundation.org