Secretary - 80%

You will join the Organisation and Quality team of the HUG Centre de formation et de développement as a Secretary.

You will ensure a central role of administrative, organizational, and operational support within the Centre.

In permanent contact with the training coordination team, and in accordance with defined priorities, rules, and current best practices, you will participate in the planning, organization, and monitoring of training activities; more specifically, you will ensure the management of registrations, summons, and waiting lists, the logistical coordination of sessions, the reservation of rooms and equipment, as well as the management of data and activities in the training management system (Learning Management System LMS). To carry out this mission successfully, you will maintain close collaboration not only upstream with the coordination team, but also with numerous internal and external partners.

Guarantor of a professional and service-oriented welcome, you will ensure the physical and telephone reception of users, inform and support learners, instructors, and visitors, and contribute to offering a quality experience to all stakeholders.

The position also includes participation in the administrative and financial processes of the Centre, notably the processing of purchase requests, the monitoring of supplier services, the preparation of invoicing to third parties, and the associated administrative verifications.

You will furthermore provide routine administrative support, including document management, archiving, management of emails, supplies, and materials, the drafting of minutes and correspondence, as well as the production and monitoring of dashboards, statistics, and reports.

Your spirit of collaboration, your versatility, and your ability to propose pragmatic solutions will allow you to contribute actively to the continuous improvement of services, the optimization of processes, the processing of specific files, and the realization of the Centre's strategic projects and initiatives.

Holder of a CFC as a commercial employee or an equivalent training, you benefit from at least three years of proven experience in a training assistance, administrative assistance, or secretarial function.

You perfectly master French, both orally and in writing, as well as the office and collaborative tools of the Microsoft Office suite (Word, Excel, PowerPoint, Teams, SharePoint) and modern technologies related to artificial intelligence.

Experience in using one or more learning management systems (LMS) constitutes an important asset, as does an ECDL certification, an advanced level TOSA, or equivalent.

You are comfortable with the processing of numbers and data and have solid skills in document management, particularly regarding DMS, indexing, filing, and archiving.

You are recognized for your sense of responsibility, rigor, and attention to detail; you apply procedures reliably while demonstrating autonomy in the organization of your work.

Capable of managing several activities simultaneously, you adapt to changing priorities and face unforeseen events with reactivity, calm, and professionalism.

You demonstrate an excellent sense of welcome and service, very good interpersonal skills, a strong collaborative spirit, and a real aptitude for teamwork.

Finally, you demonstrate irreproachable discretion and attach particular importance to respecting confidentiality.

• Start date: as soon as possible
• Number of positions: 2
• Activity rate: 80%
• Function class: 11
• Contract type: CDM duration of 36 months
• Application deadline: 18.10.2026
• Request for information: Mme S. Pagnetti-Takorian, cheffe de secteur Organisation et Qualité au sein du Centre de Formation et de Développement des HUG, sophie.pagnetti@hug.ch (mailto:sophie.pagnetti@hug.ch)

Your application file must include a letter demonstrating your motivation, your curriculum vitae, copies of the diplomas and certificates required for the position, and the 2 latest work certificates.

This advertisement is addressed to women and men alike.

Wishing to commit to the fight against unemployment, the HUG encourage applications coming from the Office cantonal de l’emploi.

Only applications submitted via the recruitment platform are taken into account. Paper and email applications will not be processed.

With more than 13,000 employees representing 160 professions, the Hôpitaux Universitaires de Genève (HUG) are a leading institution at national and international levels. To learn more about our institution, take a few minutes to consult our 2025 retrospective by clicking here (https://www.youtube.com/watch?v=p8kVMJchPR0).

The Human Resources Directorate's main mission is to ensure the development of the institution's human capital in view of organizational evolution. It constantly seeks to innovate, challenge, and improve its practices while basing its strategy on the positive experience of employees. The HUG HR policy is based on the development of skills and professional paths in line with institutional needs and focuses on taking into account the individual, work-life balance, and occupational health and safety.

The HUG Centre de formation et de développement (CFD) develops and deploys a set of programs and measures to ensure that the HUG have the necessary skills to carry out their mission and so that each member of staff can realize their full pote