Secretary with either French or German based in Basel, Switzerland

Job Title: Secretary ideally with French or German based in Basel, Switzerland
Contract: 31st May 2011
Salary: £35,000 –£40,000 pa
City/Country: Basel, Switzerland
Job Description:
Providing administrative / secretarial support to the Head of Department and Adviser, ad-hoc support to the rest of the department. This company is an international financial institution providing financial services to the banking sector. Based in Basel, Switzerland, with representative offices for Asia and the Pacific in Hong Kong SAR and for the Americas in Mexico City,


Purpose of the job:
To provide Secretarial and administrative support to the Head of Department and Adviser, also ad – hoc support to the team as and when needed.

Principal accountabilities:
l Telephone/contact management: Answer, make and screen telephone calls and pass on calls. Manage and update a data bank of addresses and telephone numbers for the team.
l Mail: Sort out and prioritise the incoming mail and forward the relevant documents. Responsible for preparing and dispatching internal and external mail.
l Diary: Maintain an up-to-date diary for the Head of Treasury.
l Preparation of documents/Emails: Type or reformat reports, speeches, texts, meeting documents, as well as general notes, internal and external correspondence and emails under dictation. Minor editing when necessary.
l Travel/absences: Organise business trips and assist other members of the section, complete travel requests and liaise with External Services.
l Daily tasks: Production of daily reports, daily updating of website and administration of the P&L sign-off process.
l Organisation of dinners/lunches: Organise official lunches and dinners. Check the incoming bills, fill out the purchase vouchers and pass them on to Accounting.
l PC: Use standard internal software and special applications. Assist the line managers and other members of the section with minor technical problems.
l Other administrative tasks: Ensure an adequate stock of stationary and office supplies for the section. Provide backup for administrative colleagues during their absence.
l Organisation of meetings: Organise and coordinate the logistical support of meetings, conferences and seminars including the dispatch of invitations, agenda and documents. Responsible for maintaining and updating lists of participants, reserving meeting rooms, preparing and distributing meeting documentation.
l Filing: Organise and maintain an efficient filing system.
Job Requirements:
l A-levels or equivalent
l Secretarial diploma
l Able to take initiative, multi-task and be a team player
l Produce high-quality work, even when under stress, while remaining calm, efficient and flexible
l High level of proficiency in Microsoft Office applications (notably Word, but also spreadsheet, presentation and database software) and e-mail and Internet tools
l English to mother tongue standard
l German or French advantageous
l Good communication skills
l Attention to detail