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Date: Sat, 29 May 2004 08:00:54 -0700
X-Mailer: Apple Mail (2.618)
Dear Swiss-List'ers,
Please find below the description of an open position at swissnex.
Should you or somebody you know be interested, don't wait and get back
to us ... we need this person asap !
Have a nice long week-end !
Christian
Office / building / event manager
Job description
swissnex(www.swissnex.org) is a facilitator, a knowledge exchange
platform, a match-maker, a catalyst of relations between Switzerland
and Western North America, in the fields of science, higher education,
art and innovation.
swissnexis a historic building downtown San Francisco, built in 1852,
with a ground surface of about 3'000 sq.ft. The second floor is office
space, the first floor holds a welcome lobby, a board room and a large
event/exhibition space, and the basement serves for storage purposes.
swissnexcurrently hosts six different organizations with a total of
about 15 people. swissnexis presently managed by a small team of three
full-time employees. swissnexis legally an annex of the Consulate
General of Switzerland in San Francisco.
swissnexhosts various events, from breakfast to dinner, at a frequency
of 6-8 per month.
swissnexis seeking a full-time office / building / events manager.
Needed is a team-player with a great sense of responsibility, able to
work under pressure in multi-tasking mode, at ease with people in a
very international environment, and able to manage his/her own work
load. Computer skills are a need (swissnexuses MS Office, FileMaker
Pro, etc on a Mac platform). Knowledge of French and/or German would be
a plus. Green card holders or US citizens only. Start as soon as
possible. Professional appearance and demeanor are essential qualities
for this position as you will be in contact with high level
international individuals from a variety of industries.
swissnexoffers a very interesting work environment downtown San
Francisco, 3 weeks of paid vacation, as well as several Swiss and
American holidays. 40 work hours per week during regular business
hours, plus 1-2 evenings per month. No overnight travel.
BUILDING MANAGEMENT: 20%
· Manage maintenance contractors (cleaning service, utilities,
repairs, etc.), as well as construction/upgrade contractors
· Organize and manage supplies for the building (disposables,
kitchen supplies, light bulbs, etc.)
· Maintenance of small equipments and appliances (shredder, lights,
battery operated equipment, etc.)
· Manage telephone system, extensions and lists
· Manage incoming and outgoing mail, as well as mail/newspaper
circulation with the Consulate
· Door handling a welcoming function
· Be the first contact person for the various organizations hosted
at swissnex
OFFICE MANAGEMENT: 15%
· Welcome visitors at the door, connect them to the right person(s)
at swissnex, possibly give them a tour of the building
· Manager’s extension will be the first one listed in the telephone
welcome message to swissnex
· Organize and manage different stocks of office supplies (including
carrying small loads)
· Manage office /events calendar
· Occasional mailings
EVENTS MANAGEMENT: 20%
· Organize and manage event logistics (catering, cleaning,
registration & name badges) as well as extra needs (lights, sound
system, etc.)
· Set-up and moving of chairs, tables, audio-visual system, welcome
desk, etc.
· Produce list of participants, name badges, program in standard
format
· Follow-up after the event (accounting, event statistics, bizcard
scanning, etc.)
· Update the events archive binder
DATA MANAGEMENT: 15%
· Scanning biz cards and updating contacts database
· Updating CRM database with information relevant to manager’s duties
· Follow-up of bounces SwissTalents/eNews newsletters and updates
ACCOUNTING:15%
· Manage cost-sharing with hosted organizations
· Events billing / accounting
· General accounting
LOGISTICS:15%
· Organization of business trips, on-site or off-site
meetings/meals, logistics for visiting delegations, including
restaurant, hotel and rental car reservations
· Transport, installation, display, etc. of art exhibtions
POSSIBLE ADDITIONAL ACTIVITIES
· Accounting for specific projects, representation costs, travel
expenses, etc.
· Be contact person for Jackson Square Historical District
Association
· General maintenance of computers (security patches, software
updates, cleaning, etc.)
· Secretariat of Science Diplomats
Please send your cover letter and resumé to jobs_at_swissnex.org
____________________________________
Christian Simm - Executive Director
swissnex : connecting the dots
730 Montgomery Street
San Francisco, CA 94111 (USA)
T (415) 912-5901 x104
F (415) 912-5905
www.swissnex.org
christian.simm_at_swissnex.org
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Received on Wed Jun 02 2004 - 00:08:48 PDT
