Job Description Template: Team Assistant
A Team Assistant supports daily operations across departments, managing schedules, correspondence, and administrative tasks. This template helps Swiss employers define the role, outline key responsibilities, specify language requirements, and communicate benefits including salary range in CHF and Pensum percentage.
A Team Assistant is the organizational backbone of small and mid-sized teams. The role bridges communication between departments, manages calendars and meetings, handles correspondence, and ensures smooth day-to-day operations. This template guides you through writing a clear, honest job description that attracts reliable candidates.
Swiss employers should anchor the posting with location (canton/city), Pensum percentage, and expected language skills. Include salary transparency in CHF to comply with Swiss hiring norms and reduce mismatches early.
Role Overview & Responsibilities
Start by explaining what the Team Assistant actually does. Avoid generic phrases; describe real workflows your team needs support with. Mention whether the role supports one manager, a whole department, or multiple teams.
List 5–8 core responsibilities tied to your business. Example: managing the shared calendar, preparing meeting minutes, handling expense reports, coordinating travel, or organizing the office. Be specific about tools (Teams, Outlook, Notion) if your choice matters.
- Manage calendars and schedule meetings for senior staff or teams
- Prepare meeting agendas, take minutes, and distribute notes
- Handle incoming correspondence and ensure timely follow-up
- Process expense reports and coordinate travel bookings
- Support event or project organization as needed
- Maintain filing systems and update internal databases
Must-Have & Nice-to-Have Requirements
Must-haves are non-negotiable: typically 2–3 years' office experience, fluency in one or more Swiss official languages (state which: German, French, Italian, or English), and proficiency with MS Office or Google Workspace.
Nice-to-haves make a candidate competitive but aren't deal-breakers: experience with HR software, knowledge of your industry, or multilingual ability. Always state language requirements explicitly—language skills can make or break the role in a bilingual region.
- 2+ years' administrative or team-support experience
- Fluency in [Swiss German / French / Italian] (written and spoken); English an advantage
- Comfortable with MS Office, Google Workspace, or similar tools
- Strong organizational skills and attention to detail
- Nice-to-have: experience with HR software, CRM, or accounting systems
- Nice-to-have: familiarity with your industry or sector
What We Offer
State the Pensum as a percentage (e.g., 80–100%). Include a salary range in CHF (e.g., CHF 65,000–75,000 gross annually for 100%). Swiss candidates expect transparency here; vague salaries deter applications.
Mention tangible benefits: flexible hours, home-office days, training budget, 13th-month bonus (if applicable under your GAV or contract), or professional development. Add start date and reporting line. Keep the tone honest—SMEs rarely offer corporate perks, so highlight what makes your team appealing: culture, learning, stability, or mission.
- Pensum: [80–100%] with flexible working hours
- Salary: CHF [X–Y] gross annually, based on experience
- Home-office: [X days/week] or negotiable
- 13th-month bonus (if applicable under your company GAV or contract)
- Continuing education budget and professional development
- Supportive team culture and clear career path within the company
Frequently asked questions
- Should I list salary in a Swiss job ad?
- Yes. Swiss transparency norms and recent legislation expect salary ranges in CHF. A range (e.g., CHF 65,000–75,000) is standard. Omitting salary significantly reduces application quality and signals inexperience to candidates.
- Where do I mention language requirements?
- State language requirements in the Requirements section, not buried in the role description. Be explicit: 'Fluency in German and French (spoken and written)' or 'English required; German or French an advantage.' This saves time for monolingual candidates.
- What does 'Pensum' mean and how do I state it?
- Pensum (%) is the standard Swiss way to express working hours. 100% = full-time (~42 hours/week, varies by canton and GAV). State it clearly: '80–100% Pensum' or 'Pensum: 100%.' This is non-negotiable in Swiss job ads.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.