Office Assistant/Event Coordinator

Holcim Trading & Shipping (HT&S) is the trading arm of Holcim Group, the world leader in innovative and sustainable building materials. Holcim Trading & Shipping (HT&S) is specialised in meeting the needs of customers and suppliers around the world through a unique portfolio of products and services provided from offices in Zurich, Singapore and Miami.

Holcim Trading & Shipping (HT&S) is a leading international trader and seaborne logistics operator who delivers, through a team of dedicated specialists, solutions for the seaborne import and export of raw materials and finished goods both to Holcim Group companies as well as to third party businesses. 

Role Overview

We are seeking an organized, proactive, and energetic Office Assistant & Event Coordinator for a temporary assignment of 3 to 4 months. In this role, the primary responsibility will be organizing and executing our annual company event in close collaboration with an external agency. Alongside event management, the role involves overseeing day-to-day office operations, hospitality, and administrative support for our Zurich office.

Key Responsibilities

Event Management (Primary Focus)

•  Annual Company Event: Lead the planning, coordination, and execution of our annual company event as the main internal liaison working alongside our external event management partner.

•  Logistics & Catering: Oversee site logistics, entertainment, catering arrangements, participant coordination, and event communications.

• Internal Gatherings: Support smaller office celebrations, staff meetings, and team activities during the assignment.

Office Management & Daily Operations

•  Facility & Vendor Management: Act as the main contact for landlord relations, maintenance, repairs, cleaning services, printers, coffee machines, and office supplies.

• Front Desk & Hospitality: Welcome visitors, manage access control badges, and handle incoming/outgoing calls, couriers, and mail.

• Onboarding & Workstations: Prepare office desks and equipment for newcomers, ensuring workstations are properly equipped.

• Health & Safety: Serve as the local office ambassador for workplace safety, ergonomics, and health guidelines.

Travel & Administrative Support

•   Travel Logistics: Assist employees and executive guests with travel arrangements (hotels, flights, transport) in alignment with corporate travel policies.

• Expenses & Budgeting: Assist with office supply procurement, follow up on office expenses, and handle expense reports in SAP.

•  IT Coordination: Liaise with the IT helpdesk for daily requests, mobile phone orders, and door access management.

Requirements & Qualifications

• Experience: Proven experience in Office Management and Event Organization (corporate events experience preferred).

• Languages: Fluent in both German and English (spoken and written).

• Availability & Location: Available for 3–4 months with 100% presence at our Zurich office. 80% to 100% of FTE.

• Software Skills: Good knowledge of Google Workspace (Gmail, Drive, Docs) and Microsoft Office Suite. Experience with SAP Self-Service / Concur is an advantage.

• Personal Traits: High personal integrity, strong organizational and multitasking abilities, service-minded, open-minded, and a reliable team player.

What We Offer

  - Benefits: Monthly Lunch Allowance provided on top of base salary.

  - Environment: A dynamic, international team context based in central Zurich.  

Holcim is committed to a diverse and inclusive workplace. We support equal opportunities for everyone, regardless of race, national origin, gender, sexuality, disability, or age. 

Important Notice: Holcim recruiters only contact candidates via official @[holcim.com] email addresses. We do not use Gmail or any other non-Holcim domains to conduct recruitment processes. Please verify the sender address before responding."