Workplace Specialist (60% - 80%)

About the Role

We are looking for a motivated, proactive, and service-oriented individual to join our Operations team and take care of the daily life of our Lausanne HQ. This role is made for someone who genuinely enjoys looking after people, takes pride in a beautifully run space, and finds real satisfaction in making others feel welcome and well-supported.

Working closely with the Operations team, you will be a key presence in the office, ensuring everything runs smoothly and that our workspace always feels warm, organised, and pleasant for everyone. Daily onsite presence is required. The role starts part-time (60-80%) with a clear path to full-time as Neural Concept grows.

What you will do:

• Keep the office clean, organised, well-stocked, and presented to the highest standard at all times

• Coordinate with vendors and service providers for supplies, catering, deliveries, and maintenance

• Proactively anticipate needs and resolve issues before they impact the team

• Be the warm, reliable go-to person for employees' daily needs

• Support onboarding and help new hires feel at home from day one

• Handle all requests and sensitive information with discretion and confidentiality

• Welcome all visitors and guests with warmth and professionalism, acting as the main front-of-house presence

• Support the planning and execution of internal and external events (logistics, set-up, catering, on-the-day coordination)

• Ensure meeting rooms are always set up, welcoming, and technically ready

• Autonomous with AV, video conferencing tools, IT set-up, and at ease with AI tools, agents, and automation

Who you are:

• Genuine warmth, a people-first attitude, and a natural instinct for making others feel welcome and cared for

• Experience in hospitality, office coordination, or a customer-facing service role; a background in a start-up or fast-paced environment is a strong plus

• Proactive, hands-on, and ownership-driven; you anticipate needs and act without being asked

• Highly organised with strong attention to detail and presentation

• Tech-savvy and autonomous with AV, conferencing tools, IT set-up, and at ease with AI tools and automation

• Proficient with common office tools (MS Office, Slack, and similar)

• Discreet, trustworthy, and reliable in all circumstances

• Positive and comfortable in a fast-paced, dynamic environment

• Available onsite every day, with flexibility to occasionally adjust hours for special guests or events

• Fluent in both English and French

We're proud to be an equal opportunity employer, and we're committed to building a diverse and inclusive environment where you can thrive.