Administrative Assistant

About the role

We are seeking an organised, tech‑savvy Administrative Assistant to keep the daily administrative engine of Vitroplant SA running smoothly. No prior experience in biotechnology or plant nurseries is required – we will train you – but you must be comfortable with computers, learn new software quickly, and take pride in keeping records tidy and up‑to‑date.

Key responsibilities

• Manage the company Google Shared Drive, creating logical folder structures, naming files consistently and ensuring easy access for all staff.
• Maintain up‑to‑date customer and supplier records, scan and digitise hard‑copy documents, and file contracts according to company procedures.
• Monitor incoming email, draft replies (including on behalf of the Managing Director), and handle phone calls and messages professionally.
• Use AI tools such as Claude to draft correspondence, summarise documents and automate routine admin tasks.
• Support office upkeep, stock supplies, assist with purchase orders, receipt filing and credit‑card reconciliation.
• Provide general admin assistance to the Administration Manager and the wider team as needed.

Required profile

• Highly organised with strong attention to detail.
• Comfortable working with digital tools and eager to adopt new technologies.
• Good written communication skills and a professional phone manner.
• Ability to work independently and collaborate with a small admin team.

Required skills

• Google Shared Drive management.
• Use of AI assistance tools (e.g., Claude).