at Trafigura
CommoditiesPosted 14 days ago
No clicks
**Receptionist/Administrative Assistant**: Manage visitor experiences, handle conference logistics, and support facilities management. Key skills include multilingualism (French, English, and a third language), Microsoft Office proficiency, and 3+ years in luxury hospitality. Lead meeting room coordination, conference calls, and reservations. Handle switchboard calls, petty cash, and invoice review. Collaborate with F&B Coordinator for catering and menu management. Must thrive in fast-paced, high-pressure environments, multitask effectively, and possess excellent communication skills. Formal hospitality management education required.
- Compensation
- Not specified
- City
- Geneva
- Country
- Switzerland
Currency: Not specified
Full Job Description
Main purpose
Delivering high-quality service to both internal and external clients across conferencing and food & beverage operations, while also supporting facilities management and reception duties.
Key responsibilities
- Welcome and host visitors, escorting them to meeting rooms and providing tea and coffee service within the conferencing area.
- Coordinate and manage meeting room bookings.
- Arrange and oversee conference calls, video conferences, presentation equipment, and related facilities.
- Handle incoming switchboard calls, directing and forwarding them as appropriate.
- Book external restaurants for meetings and events.
- Organise hotel accommodations for visiting guests.
- Arrange taxi services as requested.
- Coordinate special requirements for visitors, including apartment bookings and general concierge services.
- Manage petty cash responsibly.
- Prepare, print, file, and archive documents and correspondence efficiently.
- Maintain meeting rooms to a high standard at all times, including set-up (refreshments, stationery, etc.) and post-meeting clearance.
- Support the F&B Coordinator during busy periods, including high-level meetings and multiple simultaneous services, as well as assisting with breakfast and lunch preparation and service.
- In collaboration with the F&B Coordinator, manage daily food and catering orders within budget, propose menus, liaise with Directors for approval, ensure menu accuracy (including dietary requirements such as kosher or halal), and maintain records.
- Provide cover for Ground Reception as required.
- Review and approve invoices related to reception expenses.
- Respond to and manage general administrative and operational requests.
Required qualifications
- Fluent in French and English.
- Proficiency in a third language (e.g. Spanish, Portuguese, or Arabic) is an advantage.
- Intermediate skills in Microsoft Office (Outlook, Excel, and Word).
- Minimum of three years professional experience within the luxury hospitality industry.
- Formal education in hospitality management (hotel studies).
Attributes for success
- Dynamic and proactive individual with strong multitasking abilities, sound judgment, and a high level of energy.
- Comfortable working in a fast-paced, high-pressure environment.
- Excellent communication and interpersonal skills.
- Team-oriented, with the ability to work independently and take initiative.
- Flexible and adaptable with working hours to meet business needs.
