Job Description

Business Divisions
Group Functions
Your role
Are you incredibly organized with an eye for detail? Are you a skilled multitasker?
We're looking for a Receptionist who will:

• Greet and assist clients and visitors to the office, providing exceptional service.
• Provide secretarial support to the GRESC Team Lead and assist with business-wide admin tasks.
• Assist the business with travel bookings for local and international staff.
• Demonstrate excellent communication skills and a willingness to adopt AI tools and technologies to improve efficiency.

Key Areas of Responsibility
Reception Duties

• Answer telephone calls via the switchboard and relay messages.
• Welcome clients and escort them to meeting rooms.
• Manage internal helpdesk queries, procure quotations, and prepare purchase/work orders.
• Prepare and manage couriers for global destinations.
• Organise driver duties for deliveries, collections, and banking (monitor roster).
• Book internal meeting rooms and schedule meetings/appointments with external clients.
• Coordinate video and conference calls using internal systems (e.g., Meet-Me).
• Support client and in-house events, including catering and label preparation.
• Assist staff with administrative tasks such as binding, photocopying, and laminating.
• Arrange airport transfers and travel bookings for travelling staff.
• Network with preferred vendors and liaise with contractors (cleaning, catering).
• Maintain stock of stationery and oversee environmental and energy data input (e.g., Enablon).
• Handle physical archiving (Iron Mountain) and PRISS systems.
• Engage with landlords on maintenance and facility matters.

Secretarial Duties

• Provide full secretarial support to the GRESC Department, including diary management.
• Book meetings, conference calls, and prepare presentations.
• Process and reconcile departmental expenses.
• Take minutes during meetings.
• Provide cover for other business secretaries when needed.

Function Category
Corporate services, infrastructure and facilities
Join us
At UBS, we know that it's our people, with their diverse skills, experiences and backgrounds, who drive our ongoing success. We're dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. And we use artificial intelligence (AI) to work smarter and more efficiently. We also recognize that great work is never done alone. That's why collaboration is at the heart of everything we do. Because together, we're more than ourselves.
We're committed to disability inclusion and if you need reasonable accommodation/adjustments throughout our recruitment process, you can always
Contact Details
UBS Business Solutions SA
UBS Recruiting
Your team
You'll be working as part of Group Real Estate & Supply Chain Services (GRESC), collaborating closely with other receptionists, driver, and contractors.
Your expertise

• 5 years of relevant reception operations experience.
• High school diploma or equivalent (college/university degree added advantage).
• Proven written and verbal communication skills.
• Excellent knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Independent, motivated, proactive, and action-oriented.
• Passionate about delivering excellent client experiences.
• Strong interpersonal skills and a self-starter mindset.
• Comfortable managing complex and evolving situations.
• Willingness to adopt and work with AI tools and digital solutions

About us
UBS is the world's largest and the only truly global wealth manager. We operate through four business divisions: Global Wealth Management, Personal & Corporate Banking, Asset Management and the Investment Bank. Our global reach and the breadth of our expertise set us apart from our competitors.
We have a presence in all major financial centers in more than 50 countries.
How we hire
We may request you to complete one or more assessments during the application process.

Skills Required