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Administrative Assistant (m/w/d) - Your next role?

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with kindness and humility, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions that make people look and feel good. There’s much to learn and many to learn from, with more than 16,000 employees around the world to explore ideas and ambitions with. Dive into varied, flexible, and stimulating environments. Meet empowered professionals to partner with, befriend, and stretch your skills alongside. Every day, your energy, your creativity, and your determination will shape our future, making a positive difference on billions of people. Every essence of you enriches our world. We are Givaudan. Human by nature.

As an Administrative Assistant (m/w/d), you will directly report to our Quality Control Supervisor and you will join our Operations Division in Vernier. You will be in charge of perform administrative tasks to ensure efficient operations of the operations/office/business unit and support personnel in their tasks, according to our policies and local requirements.

Sounds interesting? It could well be your perfect opportunity if, like us, you always aim to exceed customer needs, provide value and are experienced at promoting relationships. In this exciting role you will :

• Support the Department
  • Participate in any tasks which support the department
  • Prepare samples for shipment (approximately 3 to 5 per day)
  • Follow up on external analyses and invoicing
  • Organize samples in the laboratory
  • Release on Certificate of Analysis (CoA)
  • Attach CoAs to all raw materials
  • Create batches in SAP (customer complaints, retesting AVAP, PSS)
  • Create QIR (Create the supplier-raw material pair in SAP)
  • Transcode management and blend management
  • Create customer document (CoA)
  • Manage retention samples
  • Physical and electronic archiving
  • QC stock management and ordering
  • Administrative backup for stabs and QC Technicians
  • Take packages to the post office if necessary
• Plan the department training
  • Participate in any department project as per needed
  • Assure the department documentation is up to date : write department documentation (work instruction…), keep up to date all the papers version on the shopfloor...
• Reporting
  • File and retrieve documents and reference materials, conduct, research and analyse data to prepare reports/documents
  • Revise and suggest improvements to processes and record-keeping systems
• Office Administration
  • Perform office tasks: type up documents, perform filing, update computer records, use office equipment like printers, photocopiers and fax machines
  • Maintain lab and office supply inventory by checking stock to determine inventory level, anticipating needed supplies and ordering supplies
  • Ensure office equipment is functioning by completing preventive maintenance requirements and managing repairs
• Personal Assistance
  • Schedule meetings and ensure venues and equipment for meetings. Take notes during meetings and prepare meeting minutes
  • Make travel arrangements for the staff
• Communication
  • Respond to routine inquiries from internal or external sources, for example on the organisation’s location, hours of operation, phone numbers, or email address
  • Receive phone calls and re-direct callers to the desired recipients
  • Take and distribute accurate messages
• People Management
  • May coach junior administrative staff
    

You ? Are you someone who wants to grow your world? Who excels being in a culture where you can express yourself in a creative team environment? Who wants to collaborate and learn together with teams who are as passionate as you are? Then join us – and improve your world. Your success profile includes:

• High School diploma
• Post-secondary education in business, computers, or office management is an asset
• 1 or more years of experience in administrative support role
• Fluent English, local language essential
• Time Management skills
• Organisational skills
• Communication skills
• Problem solving skills

Due to its activities, Givaudan is subject to the regulations of the OFAC (Office Fédéral de l'Aviation Civile). Please note that later in the recruitment process you will be asked to provide a criminal record.

Our Benefits :

• Healthcare support
• Paid Time Off and family leave
• Retirement plan
• Sport and leisure clubs
• Company shop
• Staff restaurant

Are you interested in this exciting challenge? We are looking forward to receiving your application! Please make sure you enclose your CV, Cover Letter, Diplomas and Work Certificates.
At Givaudan, you contribute to delightful taste and scent experiences that touch people’s lives.
You work within an inspiring teamwork culture – where you can thrive, collaborate and learn from other talented and passionate people across disciplines, regions and divisions.
Every essence of you enriches our world.
Givaudan is committed to equal opportunities. Therefore, we welcome applications regardless of cultural and social background, gender, age, religion or sexual identity.
We also have a safe working environment, progressive working conditions and are certified as an equal pay employer. Remote working: On-site