CONTRACT DATE: 1.10.2025 TO 30.11.2026

As part of the Operations team for Homo Faber 2026, the Administrative Assistant will play a supporting role in the successful delivery of the event infrastructure. The role involves a variety of administrative, clerical, and coordination tasks in support of the Operations Manager, with a focus on procurement, contracts, and accounting follow-up. This includes close collaboration with suppliers, general contractors, and internal/external stakeholders.

Reporting to the Operations Manager, this role will be responsible for:

1) Administrative and Coordination Support

• Provide daily administrative assistance to the Operations Manager and project team (scheduling, correspondence, data entry, reporting).
• Maintain updated filing systems (digital and physical), shared folders, and databases related to suppliers, contractors, and logistics.

2) Procurement and Finance Process

• Support the procurement-to-pay cycle: creation and modification of purchase orders, vendor profiles, invoice tracking, and reconciliation, in close coordination with the finance department and in accordance with established procedures.
• Assist in managing documentation for tenders, supplier contracts, and codes of conduct.
• Support budget tracking and reporting in collaboration with the Operations Manager.

3) Contract and Legal Administration

• Liaise with external stakeholders, contractors and legal department for contracts and related documentation.
• Follow up on contract signature (DocuSign), filing and archiving.

• During Homo Faber Biennal

• Available onsite during the event (if needed)

HOW WILL YOU EXPERIENCE SUCCESS WITH US

The successful candidate will demonstrate alignment with the Foundation values and goals.

Knowledge

• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint);
• Experience with SAP is required.
• Fluent in French and English; Italian is an asset.

Experience

• At least 2 years of experience in a similar administrative support role.
• Experience in procurement and accounting workflows (AR/AP, invoice tracking).

Skills

• Organized, detail-oriented, service-minded, with a proactive attitude.
• Ability to work under pressure and meet tight deadlines.
• Strong communication skills and discretion in handling confidential matters.

If your application is selected we will reach out shortly for an introductory call. As part of the interview process, we always ensure complete insight and transparency, namely, you will have the chance to meet the people who will be crucial to your future success in the role.