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