Key Responsibilities and Duties

General Administration

• Execute general administrative tasks.
• Collect postal and electronic mailboxes, process mail in person or deliver it, depending on who is involved.
• Manage insurances portfolio with the assistance of our external partner.
• Manage legal issues with the assistance of our external partner.
• Help in the organization of business trips.
• Organize professional meals on or off site, as well as business trips (transportation, accommodation, meals) in coordination with managers.
• Welcome visitors until they are passed on to colleagues.
• Human Resources Administration
• Handle Human Resources administrative activities from hiring to leaving, including induction, payroll, insurance, holidays and absences, and record keeping.

Accounting

• Assist or directly handle all accounting issues in cooperation with the financial partner, Managers, suppliers, and government bodies.
• Handle the office and employees’ personal expenses.
• Handle public subsidies applications.
• Handle all enquiries in connection with an order or an invoice with the suppliers.
• Prepare financial statistics and provide support with the preparation of financial reports.

Infrastructure

• Oversee the cleanliness and tidiness of the facilities, including maintenance with the assistance of our external partner.
• Manage IT (software and hardware) with the support of the external partners.
• Communication
• Support communication and marketing activities.
• Maintain company website with content provided by the management.
• Publish and update contents on LinkedIn that has been prepared by/with managers.

Expected profile

• Federal Certificate for Administrative Employee with Professional Maturity or bachelor’s degree in business management, marketing, or finance.
• English or French as mother tongue, for the other at least C1 level. German would be an advantage.
• IT proficiency, in particular Microsoft (Excel, Word, PowerPoint, Outlook, TEAMS, SharePoint), social media networks such as LinkedIn and online research.
• Knowledge of or strong interest in high technology and the medical industry.
• Motivation and resilience to work in a start-up environment.
• Ability to work and think fast and propose ideas in a structured way with a high degree of accuracy, rigor, and thoroughness.
• Efficient time management and prioritizing multiple tasks are key strengths.
• Interpersonal and communication skills, both verbal and written.
• Ability to observe high levels of confidentiality and ethical standards.
• Excellent outward appearance and attitude, suitable for various business contexts, people, and atmospheres, from casual start-ups to austere multinationals.

Additional information

• Location: Epalinges (Lausanne heights)
• Activity Rate: From 60 to 100%
• Home office: In exceptional cases, 1 day per week with prior approval
• Applicant Eligibility: Applicants must be Swiss citizens or hold a valid work permit in Switzerland. Residency in or near Lausanne is mandatory.
• Reports to: F&A Manager
• Starting Date: As soon as possible

The successful candidate will demonstrate a genuine interest in our industry and the potential to grow to a more senior position. We value a dynamic and entrepreneurial spirit in a start-up environment and are looking for a team player committed to achieving excellence.
Should you be genuinely motivated by this position and meet at least 80% of the expected profile, please tell us within a one-page letter who you are and how you can contribute to the success of Novostia today and tomorrow. A CV is expected, diplomas and work certificates are not required at this stage.

Contact: admin [at] novostia.com