Executive Assistant

EA/PA and Office Manager- family office – 100%

Location: Geneva

Your future employer

Our client is an established single-family office looking for an EA-PA and office Manager.

Executive and Personal Assistance

• Provide high-level administrative and personal support to senior executives of the family office
  
  


•  Back up family members Personal Assistants
  
  


• Manage complex and frequently changing calendars across multiple time zones
  
  


• Coordinate internal and external meetings, conference calls and appointments
  
  


• Prepare meeting materials and ensure timely follow-up of action items
  
  


•  Act as a key point of contact between executives, family members and external stakeholders
  
  


• Handle confidential and sensitive information with the highest level of discretion
  
  

 Travel & Logistics Management

• Organise domestic and international travel arrangements
  
  


• Coordinate commercial flights, private aviation, hotel reservations, ground transportation and chauffeur services
  
  


• Manage visa applications, travel insurance and passport requirements
  
  


• Prepare detailed travel itineraries and travel documentation
  
  


•  Provide support and troubleshooting during travel periods
  
  


• Maintain accurate travel tracking and reporting for management
  
  

 Family Office Administration

• Support family members with a wide range of personal and administrative matters
  
  


• Coordinate with legal advisors, financial institutions, consultants and external service providers
  
  


• Assist with the administration of private residences, personal assets and family-related projects
  
  


• Maintain and organise confidential records and documentation
  
  


• Manage various ad hoc requests and special assignments
  
  

 Project Coordination

• Coordinate cross-functional projects involving multiple internal and external stakeholders
  
  


• Monitor timelines, deliverables and follow-up actions
  
  


• Organise workshops, governance meetings, interviews, presentations and strategic initiatives
  
  


• Assist in the implementation and monitoring of operational improvement projects
  
  


• Support technology, digitalisation and communication initiatives
  
  

 Internal Communication & Reporting

• Assist with the preparation of internal and family communication
  
  


• Coordinate the collection and consolidation of information from different departments
  
  


• Support the creation and publication of content on SharePoint and internal communication platforms
  
  


• Participate in the preparation of management presentations, reports and updates
  
  

 Event Planning & Coordination

• Plan and coordinate corporate and private events
  
  


• Manage guest lists, invitations, venues, accommodations and catering
  
  


• Oversee logistics and event execution
  
  


• Ensure a high standard of service and attention to detail for all events
  
  

  Office Management

• Assist with facilities, technology and administrative needs
  
  


• Support operational processes and continuous improvement initiatives
  
  


• Coordinate office-related projects and service providers
  
  


• Maintain relationships with external suppliers and service providers
  
  


• Manage office-related requests and follow-up actions
  
  


• Liaise with IT providers, travel partners, hospitality partners and external consultants.
  
  

 Human Resources Administration

• Support recruitment processes for private household positions
  
  


• Coordinate interviews and candidate communication
  
  


• Assist with onboarding and administrative integration of new employees
  
  


• Prepare employment-related documentation and follow-up administrative requirements
  
  


• Liaise with external HR advisors and service providers when required
  
  

Requirements

•  Organisational and time management skills
  
  


• Strong attention to detail
  
  


• Ability to manage multiple priorities simultaneously
  
  


• Excellent interpersonal and communication skills
  
  


• Ability to work independently and proactively
  
  


• Comfortable operating in a fast-paced and demanding environment
  
  


• Strong coordination and project management abilities
  
  


• Advanced Microsoft Office 365 skills, experience with SharePoint, Teams and digital collaboration tools
  
  

Personal Attributes

• Highly trustworthy and discreet
  
  


• High sense of client service and support
  
  


• Flexible and adaptable, calm under pressure
  
  

Benefits

You will thrive in this role if

• If you dream to act as the Office Happiness Officer
  
  


• If you have a high sense of 5-star service and availability
  
  


• Are driven by helping others
  
  


• High level of Energy