ADMINISTRATIVE & EVENT ASSISTANT / LUGANO

On behalf of our esteemed Customer, we are recruiting the following profile:

ADMINISTRATIVE & EVENT ASSISTANT / LUGANO

Duties and Responsabilities:

• Maintain and regularly update sponsorship tracking tools and databases, ensuring accuracy and completeness of information.
• Support the preparation of commercial and logistical documentation for partners, including sponsorship prospectuses, product/service descriptions, and operational guidelines.
• Collect and verify purchase orders required for invoicing and ensure proper administrative processing of sponsorship allocation communications.
• Send reminders to partners regarding the submission of marketing materials related to purchased sponsorship packages and monitor follow-ups accordingly.
• Conduct an initial review of submitted marketing materials to ensure alignment with provided guidelines and requirements.
• Respond promptly to general email inquiries related to sponsorship activities and coordinate the receipt and processing of marketing materials.
• Assist in organizing partner meetings during events, including preparation of documentation, sending invitations, collecting requests, and coordinating on-site schedules.
• Prepare accurate meeting minutes and summary reports following partner meetings.
• Provide general administrative support to the team, including travel arrangements, expense report consolidation, and purchase order generation.
• Report directly to the Head of the Events & Sponsorship Department and provide regular updates on ongoing activities.

The ideal candidate will have the following skills, knowledges and experience:

• 2–3 years of experience in a similar administrative or events-related role.
• Excellent interpersonal and communication skills, with the ability to work effectively within an international and multicultural environment.
• Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines simultaneously.
• Fluency in English (written and spoken) is required.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Swiss Nationality or work permit B or C.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving skills and a collaborative, team-oriented attitude.