Administrative Project Coordinator

On behalf of our client, a prominent global financial institution based in Basel, Swisslinx is seeking an Administrative Project Coordinator to join their dynamic Strategy and Operations team. In this role, you will work closely with colleagues across various international centres and engage with external stakeholders.

This is a 12-month contract (100%), with the possibility of extension.

The role offers a unique opportunity to collaborate with seasoned professionals in both finance and technology, providing an excellent platform for developing expertise in these fields. The ideal candidate will be ambitious, with excellent organizational skills and the ability to manage a range of topics while supporting various operational tasks.

Tasks & Responsibilities:

Administrative and Organizational Support:

• Coordinate and manage complex calendars in multiple time-zones, including scheduling internal and external meetings and appointments.
• Draft, proofread, and manage internal and external communications. Respond to inquiries with tact and discretion.
• Prepare, edit, and format documents, presentations, and reports. Ensure all materials meet company standards.
• Arrange detailed travel plans, including booking flights, hotels, and transportation. Prepare travel itineraries and ensure compliance with company travel policies.
• Reconcile credit card statements, process reimbursements, and manage financial documentation.

Record Keeping and Information Management:

• Maintain and organize electronic and paper-based records, ensuring all files are up to date and easily accessible.
• Create and maintain an index of critical documents, presentations, and project materials. Ensure all information is categorized and easily retrievable.
• Safeguard sensitive information, ensuring all confidential materials are stored and handled appropriately. Implement company record retention policies and procedures.

Strategic Project Support:

• Assist in the coordination of strategic projects, including scheduling, documentation, and follow-ups on deliverables.
• Create a calendar of deliverables, presentations, and external events.
• Prepare agendas, take accurate meeting minutes, and track action items to ensure timely completion.

Event and External Relations Support:

• Assist in the planning and execution of internal and external events. Liaise with event organizers and ensure all logistical details are managed.
• Prepare documentation and materials for meetings, including agendas, briefings, and background information. Identify the materials that may be relevant from previous events.
• Maintain a database of key contacts and stakeholders, managing communications and follow-ups as needed.
• Identify opportunities for improving administrative processes, making recommendations to enhance efficiency.

Skills and Experience We're Looking For:

• Experience in an administrative/operations support role (e.g. scheduling meetings, drafting documents, managing meetings/events, assisting with project coordination/materials
• Experience working in a startup environment
• Experience working with stakeholders from a variety of backgrounds and seniority levels
• Experience of Microsoft Office 365 / Outlook
• Experience in finance and/or technology sectors and an understanding of the related terminology

Benefits of Working with Our Client:

• Gain valuable experience within a global financial institution
• Join a collaborative team of professionals
• Enjoy a central work location in Basel
• Hybrid Work Environment (50% working from home)

Are you interested in joining a dynamic, multidisciplinary, and multicultural team at the forefront of innovation? Apply Now! We look forward to receiving your application.

Please note we can only consider applicants who are eligible to work in Switzerland (EU National or Swiss Permit Holder).