Administrative Assistant in Genève

pCatalytic’s mission is to accelerate the design and deployment of catalytic finance solutions for sustainable infrastructure. We identify and develop robust project pipelines and deploy technical assistance to support infrastructure projects to become more investible and impactful. Catalytic seeks to ensure positive social and environmental outcomes in addition to financial returns for impact investors, applying credible methodologies for the measurement and evaluation of impacts. In addition, Catalytic incubates and structures blended-finance funds aiming at scaling up and speeding up the implementation of urban infrastructure projects with positive climate impacts. /ppCatalytic is seeking an experienced bAdministrative Assistant /b for its corporate operations. /ppReporting to the Head of Operations and working closely with other team members and Catalytic’s service partners, the Administrative Assistant will support the Head of Operations in the day-to-day administration of the Foundation, ensuring the effective coordination of HR, office management, financial administration, and general operational activities. /ph3bRole Responsibilities: /b /h3ullibHR Administration: /b Coordinate recruitment processes, including vacancy publications, application tracking, interview scheduling, and communication with candidates; Support employee onboarding and offboarding, maintain personnel records, manage leave and absence tracking, and coordinate Swiss HR administrative formalities, including work permits, AVS/AHV registration, social insurance, and withholding tax documentation. /lilibOffice Management: /b Oversee daily office administration, supplies, equipment, maintenance, correspondence and general office logistics, ensuring a well-organised and efficient working environment for a team of 20 staff members. /lilibOrganisational Calendar: /b Maintain and update shared calendars, including meetings, organisational events, key deadlines and staff absences; organise internal and external meetings, prepare agendas and documentation, coordinate logistics and follow up on action points. /lilibService Provider Management: /b Liaise with external service providers, coordinate service requests, monitor contracts and renewals, and follow up on service delivery. /lilibInvoice Management: /b Receive, verify, register, and track supplier invoices, coordinate approvals and maintain accurate financial documentation. /lilibDocument Management: /b Maintain administrative files, contracts, internal databases and organisational records. /lilibCorrespondence management: /b Monitor incoming and outgoing correspondence and follow up on priorities. /lilibGeneral Operational Support: /b Assist the Head of Operations and other teams with administrative tasks and contribute to improving internal procedures and workflows. /li /ulh3bProfile: /b /h3ulli3 to 5 years of experience in a similar function, ideally for entities with an international mandate /liliA good understanding of Swiss regulatory and administrative requirements to foundations, with experience working for a Swiss foundation /liliKnowledge of Swiss HR administrative procedures and relevant online platforms, including work permit applications, AVS/AHV social security registration, and withholding tax (impôt à la source) documentation and declarations. /liliA strong commitment to a more sustainable world /liliTeam player, flexible and experienced in working in a multicultural environment /liliTaking initiative and thinking out of the box to find solutions to challenges are needed on a daily basis. /liliStrong skills with Microsoft Word, Excel, and PowerPoint /liliProficient in English and French at a writing and speaking level /liliGood writing, drafting and editing skills /li /ul