BASEL OFFICE - Administrative Assistant



The Administrative Assistant is responsible for the rotation of the Catering onboard management on all Viking river ships. He/she ensures the smooth onboarding of newly hired senior management to the vessels after the recruitment process is finished. The Administrative Assistant reports to the Senior Manager Human Resources and receives instructions from the Director Human Resources.

This role is based in our Operational Head Office in Basel, Switzerland. Please note that we can only accept applicants who are eligible to work in Switzerland or are in possession of a valid work permit.




  • Create and maintain the Hotel Managers, Program Directors and Tour Directors planning according to needs of operations and availability
  • In close contact with Core Team, you keep track of vacation day balances and take balances into consideration for planning
  • Schedule within financial and FTE (full-time equivalent) budget and to monitor work day counts for all contracted Program Directors and Hotel Managers in accordance with EU labor law
  • Ensure all requirements in terms of visa, destination knowledge, destination restrictions on all vessels at all times are met
  • Monthly accounting tasks related to contract agreements
  • Support HR department and participate in HR meetings
  • Identify critical schedule variances and communicate these to the HR and Recruiting teams
  • Maintain close business relations with Core Team
  • Maintain business contacts with recruiting, controlling & payroll department



  • Min. 2 years professional experience in the same or a similar position
  • International experience / experience on a ship is an asset
  • High proficiency in Microsoft Office (especially Excel) and any other software relevant to crew management and rotation planning
  • Fluent in German, French and English (written and verbal)
  • Must work independently, possess good analytical thinking and good computer knowledge
  • Excellent management, organizational and communication skills
  • Positive personality and attitude, friendly
  • Neat appearance
  • Stress resistant, flexible, team player



  • A highly talented, passionate and international team
  • A modern working environment with height-adjustable desks
  • On-site employee restaurant (incl. complimentary soft drinks, juices and coffee)
  • A free cruise for you and your +1 every two years
  • Regular company events, e.g. sports games, barbecue, cooking classes

If you are interested in this role, please apply via our website including a cover letter and your CV.

Job Segment: Secretary, Administrative Assistant, Payroll, Administrative, Finance, Bilingual