Summary & Key Responsibilities
We are seeking an experienced Office Manager to provide broad administrative and operational leadership for Celebrity River Cruises' Basel office, reporting to the Managing Director of Operations. This role will serve as the central hub for day-to-day office operations, travel coordination, onboarding and offboarding support, budgeting, and records governance, all while ensuring privacy compliance and brand integrity. The position requires strong organizational skills, cross-functional collaboration, and the ability to balance tactical execution with strategic initiatives to support a growing river cruise business.
- Maintain and communicate status updates for projects; create concise progress reports for the Managing Director and cross-functional teams.
- Prepare agendas, distribute pre-reads, arrange venues or virtual links, and ensure post-meeting actions are assigned, tracked, and completed.
- Develop presentations and briefing materials for the Managing Director, including talking points and summaries.
- Provide comprehensive administrative and operational support to the Basel Office of Celebrity River Cruises, reporting to the Managing Director of Operations.
- Act as the primary point of contact for visitors and callers; manage reception, mail, couriers, and deliveries; coordinate calendars and meeting logistics.
- Liaise with Workplace Solutions for space planning, maintenance coordination, safety compliance, security access, and vendor management for facilities services.
- Lead procurement and vendor management for the Basel office, including managing purchase orders and invoices, and maintaining vendor relationships.
- Coordinate travel arrangements for the Managing Director; manage travel approvals, itineraries, reimbursements, and policy compliance.
- Support onboarding and offboarding processes; assist HR with new hire setup, equipment provisioning, orientation, and departure logistics; maintain personnel records.
- Liaise with IT on hardware/software provisioning, account setup, and lifecycle management; ensure security and appropriate access controls.
- Manage office budgeting and financial administration; assist with budget tracking, expense reporting, and cost control.
- Ensure records management and data governance, including filing, archiving, retention schedules, and privacy compliance; maintain document control.
- Provide policy administration support, including dissemination of policies, training records, and compliance documentation.
- Manage communications and branding within the Basel office; support internal communications and materials to ensure brand consistency.
- Plan and execute meetings, offsites, and stakeholder events; coordinate logistics, catering, and event communications.
Qualifications and Education
- 5+ years of office management experience, preferably in hospitality or multi-site environments; Basel/Switzerland experience is a plus.
- Bachelor’s degree in Business Administration, Operations Management, Hospitality Management, or a related field.
- Strong vendor management, procurement, budgeting, and financial controls experience; proven ability to manage contracts, service level agreements, and cost containment.
- Excellent cross-functional collaboration and communication skills, with a track record of partnering with HR, IT, Legal, and Operations.
- Proficiency with standard office software; strong focus on data privacy, records management, and working in a multi-cultural environment.
- Must be legally authorized to work in Switzerland.
Financial/Quantitative Responsibilities
This role is responsible for the Basel office’s budgeting and financial administration to align with corporate objectives and strategy. The Office Manager will manage purchasing activities, vendor contracts, purchase orders, and invoice processing.
Internal/External Relationships
The Basel Office Manager maintains strong internal relationships with the Managing Director of Operations and cross-functional partners. Externally, this role manages relationships with vendors, service providers, landlords, regulators, and other partners to ensure service quality, cost control, and regulatory compliance. The position acts as a liaison between senior leadership and day-to-day operations, coordinating communications, reporting, and alignment on milestones, budgets, and risk. Additionally, the Office Manager will collaborate with our Turnkey Operator (TKO) to ensure consistency in policies and on-site execution.
Application Process
Apply online using the form below. Please note that only applications matching the job profile will be considered.