Administrative Assistant-Musket Europe SARL (Geneva, Switzerland)

BASIC PURPOSE: Musket Europe, SARL is looking for a part-time Administrative Assistant based in Geneva, Switzerland. This role is responsible for supporting the day-to-day administrative and operational needs of the office to ensure an organized, efficient, and professional work environment. Responsibilities include providing administrative support to management, coordinating office communications, managing records, scheduling travel, and processing expenses. The position also serves as a primary point of contact for employees, visitors, vendors, and service providers. Additionally, the role coordinates office facilities, maintenance, supplies, shipping and receiving, and other administrative duties.

MAJOR RESPONSIBILITIES:

Office Operations & Administration

Provide general administrative and secretarial support to the management team.

Manage correspondence, including incoming and outgoing mail, courier shipments, and document distribution

Administrative support functions to ensure a professional and efficient workplace environment.

Serve as a primary point of contact for employees, visitors, vendors, and service providers.

Coordinate office communications, including phone, email, mail distribution, and visitor management.

Manage the local conference room booking through Outlook tools

Schedule and book travel and arrangements

Filing, copying, faxing, and organizing

Maintain conference rooms and common areas in a professional manner

Answer main phone line, direct calls, and greet visitors to the office

Organize, maintain, and archive physical and electronic records.

Ensure documents are stored in accordance with company retention policies.

Support retrieval of archived documents when required.

Assist with the coordination of internal events

Other duties as assigned

Facilities & Workplace Management

Manage the repair, maintenance, and upkeep of office facilities, equipment, furniture, and common areas.

Coordinate and oversee janitorial, maintenance, and other facility service providers.

Manage on-site storage areas and office inventory to ensure organization and efficient

Oversee shipping, receiving, mail services, and related office logistics.

Travel & Expense Management

Arrange domestic and international travel, including flights, hotels, visas, and transportation

Review, collect, and process expense reports in accordance with company policies.

QUALIFICATIONS AND EXPERIENCE:

Fluent in English, both written and verbal required.

1-3 years of experience in office administration, office operations, facilities coordination, or a related administrative role.

Experience providing administrative support to management and coordinating multiple office functions and priorities.

Experience arranging domestic and international travel (airfare, lodging, ground transportation, visa-related requirements) is a plus.

Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Strong organizational, communication, customer-service, and problem-solving skills.

Demonstrated ability to maintain confidentiality, exercise sound judgment, and work independently with a high level of attention to detail.

Experience reviewing and drafting contracts is a plus.

Our Culture:

Fueling customers' journeys since 1964, innovation leads the way for this family-owned and operated business headquartered in Oklahoma City. With nearly 40,000 team members, travel stops are the core business along with products and services that provide value for professional drivers, fleets, traveling public, RVers, alternative energy and wholesale fuel customers. Giving back to communities and an inclusive workplace are hallmarks of the award-winning culture.

Love's is an Equal Opportunity Employer. Veterans encouraged to apply.