Office Manager (60-100%)

Role description

We are looking for a proactive and hands-on Office Manager to help establish our new Swiss office and lab, supporting our dynamic growth. In this role, you’ll be pivotal in setting up efficient processes, ensuring seamless daily operations, and fostering a welcoming and productive work environment for our team.

As our Office Manager, you directly report to our global Head of People & Culture and have the opportunity to expand your career in various directions—whether in Accounting, HR, or as an Executive Assistant to our CEO. This multifaceted role offers a chance to develop a broad range of skills, while having a meaningful impact on the way our Swiss office and lab runs.

Your Mission

Office Management

• Welcome and assist guests while managing all incoming and outgoing mail to ensure seamless communication.
• Act as the primary point of contact for office-related matters, coordinating with external providers such as cleaning services and repair teams.
• Maintain a positive office environment by managing supplies, snacks, beverages, and plants through our trusted service providers.
• Promote sustainability by managing recycling and waste practices thoughtfully.
• Organize team events and initiatives that enhance community spirit.
• Oversee the ordering and cleaning of workwear for lab staff.
  Manage company mobile phones and vehicles.

• Support onboarding and offboarding processes, including coordinating work clothes, access badges, laptops, etc.
• Maintain our HR system (Personio) and liaise with payroll service providers and insurance brokers.

• Process and manage bills, invoices, and expenses with precision to support financial operations.
• Handle purchase orders and deliveries.

• Order IT equipment (laptops, monitors, keyboards, etc.).
• Serve as the point of contact for external service providers, such as internet providers and other IT vendors.
• Perform basic maintenance tasks, such as replacing printer toner or rebooting devices.
• Troubleshoot simple IT issues and assist with remote support provided by the IT team.
• Support on- and offboarding processes by preparing workstations and resetting devices.
• Act as the on-site executor for tasks guided by our remote IT team.

• Provide reliable support to the CEO, including travel planning and other administrative tasks.

Minimum Qualifications

• 1-3 years of experience in office management, hospitality, administrative roles, or related fields.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Strong project management skills with the ability to build effective and scalable work processes.
• Proficiency in using office tools and software, such as Microsoft Office (Outlook, Word, Excel, PowerPoint).
• A proactive, hands-on attitude with exceptional organizational and multitasking skills.
• Strong communication skills and an ability to create a welcoming environment.
• Excellent verbal and written communication skills in English and German.

Preferred Qualifications

• Proficiency in using project management and HR softwares, such as Confluence, Jira, and Personio
• Demonstrated ability to support senior executives, including managing confidential information.
• Basic technical knowledge for troubleshooting IT issues and coordinating with remote IT teams.

Why you'll love working here

• Responsibility from day one in an internationally operating, growing family business with flat hierarchies
• Annual 360° feedback loops with clear promotion criteria and an individual career path
• Flexible working hours, from a modern office overlooking Lake Zürich, incl. showers and lockers
• Regular company events and team activities
• Free “Halbtax” travelcard, and free language courses
• Subsidised lunch and free drinks and snacks in the office

Our Process

• Initial Teams call with Sophie, our recruiter for the role, to align on role expectations and administrative topics
• Teams Interview with Hannah, the Hiring Manager in Switzerland
• Challenge to prepare at home and present at the office

About us

At Arethia, we fuse our long-standing reputation with a continual push for progress. A rapidly expanding player in the flavour industry, Arethia specialises in delivering innovative taste solutions and co-creating products that consumers love. For more than 70 years, Arethia has been known for its close collaboration with customers and the highest quality standards. With over 250 employees spread across Germany, Switzerland, Dubai, and Indonesia, we aim to shape the future of flavours with a culture that values agility, transparency, and talent.