Receptionist/Office Manager (80%-100%)

Start date: October 16, 2023 (or upon agreement)

The Permanent Mission of Switzerland to the UN in New York promotes Switzerland’s interests at the UN Headquarters, in line with the country’s foreign policy goals. Under the political direction of the Swiss government, the Mission participates in the work of the UN’s principal organs (General Assembly, Security Council and Economic and Social Council). Furthermore, Switzerland has been elected by the General Assembly to serve as a non-permanent member of the Security Council in 2023 and 2024.

Job Description

The candidate will be part of the administrative team, which supports the Permanent Mission of Switzerland to the United Nations as well as the Consulate General of Switzerland in New York from a clerical standpoint. The applicant will be able to multitask between several duties at once and can work under pressure independently and/or in a team. Additional duties beyond those listed here will be determined and assigned as needed.

Responsibilities

• Operate phone system both externally and internally
  
• Responsible for the general Mission inbox, including forwarding all emails to the relevant teams in a timely and precise manner
  
• Greeting visitors/delegates and accepting deliveries
  
• Act as the personal assistant for the Head of the Administrative Section
  
• Manage remodels and renovations at, as well as inventory lists for, the Mission and Consulate and their respective residences
  
• Assist with the recruiting efforts for all local positions at the Consulate and the Mission
  
• Liaise with the United Nations Protocol office and the Office of Foreign Missions in New York for the registration of local and transferrable staff 
  
• Maintain lists and Excel sheets as needed
  
• Assist in the organization of events
  
• Replace other Office Managers in Admin Team
  
• Perform other administrative work as required

Required Qualifications

• Proven interest in multilateral affairs and the United Nations system; prior experience therein a plus 
  
• Employment experience in a related field in New York City or in North America preferred
  
• Proficient knowledge of English and at least one Swiss national language (written and spoken). Passive knowledge of the second or third national language is an advantage
  
• Ability to multitask efficiently and pay attention to detail
  
• Excellent organizational skills and ability to work independent
  
• Ability to work as part of a team and to work well under pressure
  
• Full computer literacy with Microsoft Office, excellent MS Excel skills of advantage

We Offer

• Inviting work atmosphere in a multilingual setting with a team of around 50 people
  
• Diversified work in a foreign representation and diplomatic environment
  
• Bright office that is conveniently located in midtown Manhattan, possibility to work remotely where indicated for health and safety reasons
  
• Salary range from 66K – 75K and benefits package 
  
• 401k plan with matching employer contribution
  
• 4 weeks paid vacation, with observance of American and some Swiss holidays

If interested, please send your resume, a letter of interest and salary expectations in PDF format to newyork.un.jobapplication@eda.admin.ch. Please write in the subject line “Receptionist/Office Manager” to ensure timely processing of your application.

Deadline for application: October 2, 2023

We will not review incomplete applications or those that do not adhere to the requirements above. Please note that only digital applications will be accepted. Applications not considered will be destroyed at the end of the selection process.

Executive Assistant to the Consul General’s (100%)

Start date: December 1, 2023 (or upon agreement) 

The Consulate General of Switzerland in New York represents Swiss interests in the areas of political, economic, financial and legal affairs, as well as in science, education and culture and is responsible for consular affairs in its circumscription on the East Coast. 

Job Description

As the Executive Assistant of the Consul General, you will be in charge of ensuring a functioning infrastructure of his office. Your tasks include managing his daily agenda, organizing and planning official events and trips, invitations and contacts among other things. You will handle correspondence and attend to other secretarial work. You will liaise with local authorities and institutions, companies and other foreign representations.

Your specific responsibilities include overseeing the demanding office management and administering the diary of the Consul General. You will plan and organise events at the Consulate and at the Residence as well as support tasks related to the Consul’s events at the Residence. You will organize official trips; coordinate the Consul’s driver assignments, process expenditure sheets and do researching on the internet. Additional duties beyond those listed here will be determined and assigned as needed.

Requirements

• Several years of employment experience in diplomatic, international or related fields, experience in New York City or North America preferred
• Full computer literacy with Microsoft Office (Word, Excel, Outlook)
• Exceptional organizational skills and ability to work independently and under stress
• Excellent interpersonal skills
• Personal integrity and trustworthiness
• Flexible and capable to take initiatives
• Able to multitask and pay attention to details
• Excellent command of English, knowledge of German or French is a plus  

We Offer

• Inviting work atmosphere in a multilingual setting with a team of about 40 employees
• Diversified work in a diplomatic representation and within a diplomatic environment
• Office is conveniently located in midtown Manhattan
• Salary range from 76-95K, and benefits package (health insurance)
• 401k plan with matching employer contribution
• 4 weeks paid vacation, with observance of American and some Swiss holidays

If interested, please send your resume, a letter of interest and salary expectations in PDF format to newyork.job@eda.admin.ch.

Please write in the subject line “Executive Assistant” to ensure timely processing of your application.

Deadline for application: October 27, 2023

We will not review incomplete applications or those that do not adhere to the requirements above.

Please note that only digital applications will be accepted. Applications not considered for an interview will be destroyed at the end of the selection process.