Office Management Trainee

About

Publicis Groupe Lausanne is part of Publicis Groupe, the third largest communications group in the world. Based in Lausanne, the office brings together agencies including Saatchi & Saatchi, Leo Burnett, Prodigious, and MetaDesign. With a team of 70 employees from 24 different nationalities, the office serves a wide range of international and regional clients across sectors such as tobacco, health, finance, insurance, cosmetics, and consumer goods. Manage office operations and coordinate between the different departments of the agency. Act as the main point of contact for all agency employees, fostering a welcoming and collaborative environment. Coordinate with cross-functional teams to support day-to-day operations. Ensure meeting rooms are properly prepared and manage room bookings to prevent scheduling conflicts. Support the planning and coordination of conferences, business lunches, internal meetings, and company events. Manage office supplies inventory and place orders as needed. Maintain and organize internal communication files and documentation. Liaise with the Finance department on daily financial operations and invoice follow-up. Review, validate, and process agency invoices related to Office Management expenses. Manage the Group Travel Tool including travel bookings and invoice reconciliation. Act as the internal IT point of contact, coordinating with IT Managers on complex technical issues. Manage incoming calls and emails and welcome clients professionally. Handle incoming and outgoing mail and deliveries. Work closely with the building manager on maintenance and repairs, and supervise cleaning teams. Oversee office tools and equipment such as badges, printers, and facilities. Examine and ensure the satisfactory condition of agency furniture and fittings, and review upgrade requirements. Currently studying Hospitality and Event Management or Administration. Fluent in English and French; German, Italian, or other languages are a plus. Proficient in Microsoft Office tools including Outlook, Word, Excel, and PowerPoint. Strong communication and client service skills. Reliable, well-organized, punctual, and detail oriented. Professional appearance with a warm, polite, and discreet attitude. Ability to multitask and manage priorities in a dynamic environment. A 6-month minimum trainee position at 100% (40h/week) within a dynamic international office environment in Lausanne. The role reports directly to the Office Manager and provides hands-on exposure to office management, administration, event coordination, and cross-departmental collaboration within one of the world's leading communications groups, working alongside colleagues from 24 different nationalities and serving prestigious international clients.

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