Overview
Office Manager and Executive Assistant – financial services company – 80% Jobs in Lausanne, Vaud, Switzerland at Beyond Potentials
Title: Office Manager and Executive Assistant – financial services company – 80%
Company: Beyond Potentials
Location: Lausanne, Vaud, Switzerland
Our client is a well-established, international human-sized financial services company based in the Lausanne area. As part of a succession planning, they are recruiting an experienced Office Manager with Executive Assistant experience to join the Office Management team and assist a Senior Exco member.
In this dual-mandate role you will combine broad office management responsibilities for the firm with dedicated executive support to the Senior Exco member.
You will work in team, together with 2 office managers including the Head of Office management who you will report to.
40% Office Management:
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Reception & Visitors Management: welcome guests, manage badges/access, handle calls and enquiries, oversee catering/transport, keep reception and meeting rooms presentable.
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Facility Management, liaise with all suppliers and manage car parking spaces and badge access systems.
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Administrative support, maintain shared calendars and publish company communication on the intranet, manage expenses, receive et distribute post and parcels to relevant departments.
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Onboarding & Office Operations, manage onboarding processes, order office supplies and negotiate contracted rates with suppliers.
40% Executive Assistant:
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Calendar and Agenda Management, own the CIO’s calendar end to end, prioritise, protect focus time, and ensure the CIO’s is never caught unprepared by a meeting or submission deadline.
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Documents: format and proofread presentations/memos for ExCo, Investment Board, and advisory forums — responsible for visual quality and version control, not content.
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Governance support: manage IC invites, participant lists, agendas; maintain filing/version discipline for board and committee materials.
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E-mail and communication Management, managing a high-volume inbox, draft routine correspondence on behalf of the CIO as required.
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Travel: manage all CIO travel arrangements end to end and manage travel expenses.
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Stakeholders & Relationship coordination, coordinate with Heads of Department on deliverables for which the CIO is accountable.
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Event Management: take end-to -end ownership of the two annual investment days, invitations, agenda, speaker logistics, on-the-day delivery
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Workstream & Deadline tracking, maintain a simple, live tracker of the CIO’s open items and deadlines
Requirements
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Minimum 5 years’ experience in Office Management and EA in a financial services company or related sector
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Experience in a corporate governance or board support context
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Discretion, precision, and a genuine understanding of the financial services environment
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Accountability, proactivity and inventivity
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Reliability, promoting excellence across the company and considering its reputation at all times
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Calm under pressure; reliable and consistent in execution
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Team player who operates independently on the EA mandate while contributing to the broader office team, working collaboratively
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Excellent English written and spoken. Professional level of French
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Advanced skills in IT and proficient in Microsoft (Outlook, Excel, PowerPoint, Word)
You will thrive in this role and organisation if you have
Agility, Reliability, Humility and Accountabilitiy
Benefits
The opportunity to join a well-established yet human size firm with a culture of collaboration, excellence, humility and transparency. A role with responsibilities but with a whole team to back you up.
