Novocure is a global oncology company pioneering Tumor Treating Fields (TTFields), a non-invasive therapy designed to slow or reverse solid tumor growth. Our commercial product, Optune, is approved for glioblastoma (GBM) in the USA, Europe, and Israel, and we are running clinical trials in other solid tumors, including lung and pancreatic cancers.

We are seeking an Office Administrator who will serve as the first point of contact for all office related matters at Novocure’s Headquarter such as handling visitors, employee requests and callers while ensuring a professional and welcoming environment. The office administrator plays a key role in proactively maintaining office operations while upholding company standards for professionalism and customer service. This position works in close collaboration with the Facilities Manager Switzerland and supports across a wide field of activities aimed at providing an outstanding workplace experience for Novocure’s Employees.

This role requires to be available 5 days in the office at our Baar Headquarters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the first point of contact for internal and external guests, ensuring a professional and welcoming environment.
• Greet visitors, direct them to appropriate meeting or waiting rooms, and manage the guest registry while ensuring access permissions are met.
• Handle incoming calls to Novocure’s main phone line, directing inquiries appropriately.
• Administer badges for employees and visitors, supporting onboarding and offboarding processes.
• Coordinate and schedule meetings, managing calendars, room reservations, and required resources.
• Manage event and meeting room spaces
• Arrange supplies for meetings and events such as office supplies and catering
• Order, create, and distribute business cards for employees.
• Oversee the inventory and ordering of office supplies, ensuring availability of daily-use materials such as paper, envelopes, and pens.
• Support the onboarding and offboarding processes for employees as required.
• Ensure office amenities such as coffee, fruit, and refreshments are stocked in collaboration with the cleaning staff.
• Act as the primary point of contact for cleaning staff to ensure office cleanliness and maintenance.
• Manage incoming and outgoing mail, including sorting, receiving, and facilitating pickup.
• In collaboration with external subject matter experts coordinate health and safety relevant operations such as first aid or evacuation training.
• Support the Facilities Manager Switzerland with administrative and operational tasks such as:
• Creation of Purchase Orders
• Coordination of maintenance activities
• Employee communication
• Supplier management
• Monitoring of budgets and operational expenses

QUALIFICATIONS/KNOWLEDGE:

Qualifications:

• Commercial diploma or equivalent education
• 2+ years of experience in office management, hospitality or a similar role.

Knowledge:

• Fluent in German and English, any other language is a plus
• Strong communication and interpersonal skills with a Hands-on mentality
• Strong organizational and multitasking abilities, with a proactive and service-oriented mindset.
• Proficiency in MS Office (Word, Outlook, MS Teams) and the ability to learn new tools quickly as required
• High level of confidentiality and professionalism
• Strong problem-solving skills and the ability to handle unexpected situations with professionalism.