Operations Assistant - Full time & Permanent roleMichael Page

Oak Foundation (www.oakfnd.org) commits its resources to address issues of global social and environmental concern, particularly those that have a major impact on the lives of the disadvantaged. Through its grant-making, Oak Foundation supports others to make the world a safer, fairer, and more sustainable place to live. With offices in Europe, Africa and North America, Oak Foundation makes grants to organizations located in approximately 40 countries worldwide.

Support to the Director (approx. 50%)

• Administrative support:
• • Anticipate needs and proactively address tasks to optimise the Director of Operations' schedule, understanding the overall goals and priorities of the Operations team and of the Foundation as a whole
  • Manage the Director of Operations' calendar and schedule meetings, trouble-shoot contradictory requests, and prioritise demands
  • Handle travel arrangements, expenses, and invoices in a timely manner
• Company secretarial:
• • Assist the Director of Operations in their duties as Secretary of the foundation
  • Maintain a calendar of legal and regulatory requirements for all relevant entities, ensuring timely submission of required documents and filings
  • Draft resolutions
  • Maintain and update statutory records and registers
  • Safeguard important corporate documents and ensure accessibility
  • Facilitate communication with banks, lawyers and regulatory bodies
• Meetings: Attend various meetings with internal and external parties; take notes and follow up on action points as required
• Communications: Work with the Operations team and others to prepare and assemble material for presentations, briefings, reports, and background material as required by the Director
• Research: Research various topics including web search, contacting third party providers, peers, and other subject matter experts and provide findings to the Director. Follow up as required.

Supervision of Facilities Management (Geneva) (approx. 10%)

• Supervise the local facilities management team (1.2 FTE), providing guidance and feedback on their activities (maintenance, space planning, vendor management, asset management, etc.)
• Liaise with the building management company, drafting letters and requests and following up on any issues
• Develop and oversee the facilities management budget, monitor expenses, identify cost-saving opportunities, and analyse variances

General Support to the Operations Team (approx. 40%)

• Coordination: Maintain team calendar for planning purposes; lead the coordination of team meetings, staff retreats and other special projects, maintaining project timelines and communicating updates to relevant stakeholders
• Provide support in drafting contracts, liaise with third party providers on various issues
• Co-ordinate training activities including invitations to participants, organisation of rooms, etc.
• Follow-up on recruitment processes, and other HR projects on an as-needed basis
• Support the proper processing of invoices and payment to third parties
• Assist the Grants Administration team in various routine processes
• Support team to arrange travel and schedule meetings
• Participate in and help with initiatives that any of the teams may be carrying out
• Perform other tasks as assigned

• University degree or equivalent qualification
• A minimum of three to five years' experience in a comparable role
• Proven work experience with and strong knowledge of Geneva's economic stakeholders and local authorities
• Excellent organisational skills, high level of discretion, and attention to detail
• Advanced fluency / first-language level knowledge of French and English, including a successful track record of working in both languages
• Polyvalent, enjoy working on multiple projects, and able to juggle competing priorities
• Can do attitude, positive, and resourceful
• Be results-oriented, and prompt to anticipate needs, proactive
• Ability to work independently and under pressure
• Commitment to the continuous improvement of personal and organisation-wide results
• Team player and enjoy working with multi-cultural teams across the globe
• Good with numbers and budgets
• Proven work experience and ease generating and processing legal documents (in French and English) a strong asset
• Ability to manage and adapt to rapidly evolving communication and document management technologies
• Experience with database programmes, and proficient in Microsoft Office Suite
• Dynamic personality with a sense of humour
• Committed to Oak's organisational values
• Swiss/EU citizen or valid work permit for Switzerland