Executive Assistant & Office Coordinator

THE ROLE

The Executive Assistant and Office Coordinator plays a key role in supporting the smooth and efficient operation of Sotheby's Switzerland. Serving as a central point of coordination across the primarily Geneva office, the role supports office operations, administrative processes, office experience initiatives, and the delivery of major auction and event activities. Working in close partnership with, local leadership and cross-functional teams, the role helps ensure that the Geneva office operates efficiently, delivers an exceptional experience to employees, clients and visitors, and successfully executes key business events and initiatives.

The position also provides executive and administrative support to the Managing Director Switzerland.

The role requires a hands-on, proactive and solutions-oriented individual who enjoys bringing structure, organisation and seamless coordination to a fast-paced and demanding environment.

RESPONSIBILITIES

OFFICE OPERATIONS, ADMINISTRATION & EXPERIENCE

Office Experience & Internal Communications

• Support office-wide projects and initiatives, including office moves, workplace improvements and space planning.
• Coordinate internal communications, office announcements and key updates.
• Support the organisation of town halls, employee meetings, team-building activities and office-wide events.
• Welcome and support visiting colleagues, specialists and senior stakeholders travelling to Geneva.
• Help create a welcoming, professional and efficient environment for employees, clients, visitors, vendors and external partners.
• Act as a central point of coordination to ensure a seamless experience for all users of the Geneva office.
• Partner with HR, Operations and business teams to support office-wide initiatives, onboarding, offboarding and key employee lifecycle events, ensuring a seamless workplace experience through the coordination of office-related arrangements.
• Identify opportunities to improve office services, communication and the overall office experience.

Office Coordination

• Act as a central point of coordination for office-related matters and cross-functional initiatives.
• Coordinate office supplies, stationery and workplace consumables, ensuring adequate stock levels at all times.
• Coordinate meeting room bookings, meeting logistics, catering and hospitality arrangements for internal meetings, clients and visitors.
• Coordinate deliveries, couriers, incoming and outgoing shipments.
• Follow up on office-related requests with internal stakeholders, building management and service providers, ensuring timely resolution.
• Maintain office records, contact lists and administrative documentation.
• Identify and resolve operational issues that do not naturally sit within a dedicated department.
• Act as a trusted troubleshooter and coordinator for office-related matters across the Geneva office.

Administrative Coordination

• Act as Company Secretarial Coordinator (CSC) for Sotheby's AG.
• Process, code and track invoices through SAP and Concur.
• Coordinate invoice approvals and ensure timely processing of payments.
• Process and monitor operational invoices, including rent, maintenance contracts, security services, postal and courier services, and other office-related expenditures.
• Monitor operational expenses and support budget tracking activities.
• Liaise with Finance regarding invoicing, reporting and administrative requirements.
• Maintain corporate records, administrative files and supporting documentation.
• Coordinate office-related purchases and ad hoc expenditures.
• Provide administrative support to departments across the Geneva office as required.

AUCTIONS & EVENT COORDINATION - GENEVA LUXURY WEEK

• Coordinate accommodation arrangements for visiting staff during Luxury Week sales, exhibitions and other major events.
• Manage hotel room blocks and related logistics for travelling employees and visiting specialists.
• Coordinate visiting staff during Geneva auction and exhibition periods.
• Liaise with hotels, event venues and hospitality partners regarding accommodation, meeting rooms, catering and event logistics.
• Coordinate arrangements with the Huissier for live auctions and ensure all related logistics are in place.
• Support the planning, organisation and execution of exhibitions, auctions, client events and internal events.
• Coordinate catering, hospitality and operational requirements during major sales and events.
• Coordinate the production and distribution of internal brochures, event guides and sales materials.
• Draft and supervise, in collaboration with relevant stakeholders, Luxury Week brochures, internal event materials and supporting communications.
• Coordinate local branding initiatives, including flags, oriflammes, signage and external visibility campaigns.
• Liaise with suppliers and local authorities regarding event-related branding and promotional initiatives.
• Provide logistical and administrative support throughout auction seasons and key business events.

EXECUTIVE SUPPORT TO THE MANAGING DIRECTOR

• Provide comprehensive executive and administrative support to the Managing Director Switzerland.
• Manage a complex calendar, schedule meetings and coordinate appointments.
• Organise travel arrangements, including itineraries, accommodation and logistics.
• Coordinate travel expenses and administrative follow-up.
• Act as a key point of contact between the Managing Director and internal and external stakeholders.
• Screen and prioritise incoming requests and correspondence.

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor's degree or equivalent qualification in Business Administration, Hospitality, Office Management or a related discipline.
• 3 to 5 years of experience in office coordination, executive support, hospitality or event coordination.
• Experience in an international, client-focused or service-oriented environment.
• Experience coordinating multiple stakeholders and managing competing priorities.
• Proficiency in Microsoft Office Suite; knowledge of SAP, Concur or similar systems is an asset.
• Fluent in English and French; German is a plus.
• Highly organised with strong attention to detail.
• Proactive, hands-on and resourceful approach.
• Service-oriented mindset and commitment to delivering a high-quality experience.
• Ability to manage a broad range of administrative and coordination tasks in a fast-paced environment.
• Professional, discreet and dependable.
• Collaborative team player with a positive attitude and willingness to support a variety of functions.