Executive Assistant & Office Coordinator in Genève

h3About Sotheby's /h3 pEstablished in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City. /p h3THE ROLE /h3 pThe 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. /p pThe position also provides executive and administrative support to the Managing Director Switzerland. /p pThe 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. /p h3Responsibilities /h3 h3OFFICE OPERATIONS, ADMINISTRATION EXPERIENCE /h3 pOffice Experience Internal Communications /p ul liSupport office-wide projects and initiatives, including office moves, workplace improvements and space planning. /li liCoordinate internal communications, office announcements and key updates. /li liSupport the organisation of town halls, employee meetings, team-building activities and office-wide events. /li liWelcome and support visiting colleagues, specialists and senior stakeholders travelling to Geneva. /li liHelp create a welcoming, professional and efficient environment for employees, clients, visitors, vendors and external partners. /li liAct as a central point of coordination to ensure a seamless experience for all users of the Geneva office. /li liPartner 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. /li liIdentify opportunities to improve office services, communication and the overall office experience. /li /ul h3Office Coordination /h3 ul liAct as a central point of coordination for office‑related matters and cross‑functional initiatives. /li liCoordinate office supplies, stationery and workplace consumables, ensuring adequate stock levels at all times. /li liCoordinate meeting room bookings, meeting logistics, catering and hospitality arrangements for internal meetings, clients and visitors. /li liCoordinate deliveries, couriers, incoming and outgoing shipments. /li liFollow up on office‑related requests with internal stakeholders, building management and service providers, ensuring timely resolution. /li liMaintain office records, contact lists and administrative documentation. /li liIdentify and resolve operational issues that do not naturally sit within a dedicated department. /li liAct as a trusted troubleshooter and coordinator for office‑related matters across the Geneva office. /li /ul h3Administrative Coordination /h3 ul liAct as Company Secretarial Coordinator (CSC) for Sothebys AG. /li liProcess, code and track invoices through SAP and Concur. /li liCoordinate invoice approvals and ensure timely processing of payments. /li liProcess and monitor operational invoices, including rent, maintenance contracts, security services, postal and courier services, and other office‑related expenditures. /li liMonitor operational expenses and support budget tracking activities. /li liLiaise with Finance regarding invoicing, reporting and administrative requirements. /li liMaintain corporate records, administrative files and supporting documentation. /li liCoordinate office‑related purchases and ad hoc expenditures. /li liProvide administrative support to departments across the Geneva office as required. /li /ul h3AUCTIONS EVENT COORDINATION - GENEVA LUXURY WEEK /h3 ul liCoordinate accommodation arrangements for visiting staff during Luxury Week sales, exhibitions and other major events. /li liManage hotel room blocks and related logistics for travelling employees and visiting specialists. /li liCoordinate visiting staff during Geneva auction and exhibition periods. /li liLiaise with hotels, event venues and hospitality partners regarding accommodation, meeting rooms, catering and event logistics. /li liCoordinate arrangements with the Huissier for live auctions and ensure all related logistics are in place. /li liSupport the planning, organisation and execution of exhibitions, auctions, client events and internal events. /li liCoordinate catering, hospitality and operational requirements during major sales and events. /li liCoordinate the production and distribution of internal brochures, event guides and sales materials. /li liDraft and supervise, in collaboration with relevant stakeholders, Luxury Week brochures, internal event materials and supporting communications. /li liCoordinate local branding initiatives, including flags, oriflammes, signage and external visibility campaigns. /li liLiaise with suppliers and local authorities regarding event‑related branding and promotional initiatives. /li liProvide logistical and administrative support throughout auction seasons and key business events. /li /ul h3EXECUTIVE SUPPORT TO THE MANAGING DIRECTOR /h3 ul liProvide comprehensive executive and administrative support to the Managing Director Switzerland. /li liManage a complex calendar, schedule meetings and coordinate appointments. /li liOrganise travel arrangements, including itineraries, accommodation and logistics. /li liCoordinate travel expenses and administrative follow‑up. /li liAct as a key point of contact between the Managing Director and internal and external stakeholders. /li liScreen and prioritise incoming requests and correspondence. /li /ul h3Ideal Experience Competencies /h3 ul liBachelor's degree or equivalent qualification in Business Administration, Hospitality, Office Management or a related discipline. /li li3 to 5 years of experience in office coordination, executive support, hospitality or event coordination. /li liExperience in an international, client‑focused or service‑oriented environment. /li liExperience coordinating multiple stakeholders and managing competing priorities. /li liProficiency in Microsoft Office Suite; knowledge of SAP, Concur or similar systems is an asset. /li liFluent in English and French; German is a plus. /li liHighly organised with strong attention to detail. /li liProactive, hands‑on and resourceful approach. /li liService‑oriented mindset and commitment to delivering a high‑quality experience. /li liAbility to manage a broad range of administrative and coordination tasks in a fast‑paced environment. /li liProfessional, discreet and dependable. /li liCollaborative team player with a positive attitude and willingness to support a variety of functions. /li /ul pThe Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates. /p #J-18808-Ljbffr