Staefa, Switzerland

Office Administrator, Hear the World Foundation

Purpose of the Job

Ensure the efficient and effective operation of the Foundation, with a focus on core governance functions, office management, and support to both portfolio and engagement teams. The role is responsible for managing the Foundation’s governance processes and enabling smooth day-to-day operations.

Tasks & Responsibilities

Foundation Governance Administration

• Coordinate and execute all administrative topics required for annual reporting to federal authorities.

• Prepare and organize Board meetings and related documentation.

• Manage travel arrangements for governance and leadership meetings.

• Act as liaison to the Managing Director on all administrative tasks related to Foundation governance.

• Maintain accurate and comprehensive records to support digital knowledge management.

Office Management

• Handle all Foundation correspondence and documentation.

• Assist in the planning and execution of office-related projects and internal events.

• Support stakeholder and donor management activities.

• Assist in organizing Foundation representation at external engagement events.

• Support in budget preparation, invoice processing, and expense tracking.

• Help manage and improve IT tools and systems to enhance operational capacity.

Your profile

• Minimum 3 years in a relevant administrative or operations role, preferably in an international environment.
• Fluent in English and German (written and spoken).
• Knowledge of financial and project management tools.
• Advanced MS Office skills (Excel, Word, Outlook, PowerPoint); willingness to learn new tools.
  
  

Competencies

Personal Competencies

• Highly organized, structured, and efficient with strong planning and implementation skills.

• Proactive mindset with a high level of self-management and initiative.

• Exceptional attention to detail, accuracy, and reliability.

• Genuine interest in Foundation work and a drive for operational excellence.

Social Competencies

• Strong interpersonal skills; friendly and engaging personality.

• Collaborative team player who enjoys working with diverse internal and external stakeholders.

• Cosmopolitan with strong cross-cultural awareness and sensitivity.

Leadership Principles

• Leading Self: Curious learner, committed, and self-driven.

• Leading System: Focused on priorities, continuously seeking improvements.

Professional Competencies

• Proven experience in Foundation or nonprofit operations in an international context.

• Comfortable with budget handling and cost-conscious decision-making.

• Experience working in or with international organizations or corporations.