Team Administrative Assistant - Family Office
Client:
A single family office of long-standing repute. A collegial, busy, small office located very near Lausanne. Our client is offering the chance to join a close-knit team in a broad, administrative, customer service-oriented role.
Finders are exclusive on this mandate and have worked with the family for the majority of their Swiss recruitment over the last 10 years, thus able to explain well the culture and working environment to any potentially, suitable applicant.
Position:
A newly-created position for a dynamic, flexible and agile secretary/administrative assistant to join a busy, fast-paced small team supporting a high profile single family (multi-generational). You will be eager to take on a broad position, largely supporting a Principal, his businesses, his wife and the family (grown-up children). Good evolution prospects as this is a busy, young and dynamic family who have very active lives, with a large global "footprint". You will be working with 3 other assistants globally (including one with you in Lausanne) and report to the Lausanne-based General Manager. This is an amazing job opportunity for a polished, bi-lingual person with some administrative work experience behind them, as well as strong customer-service skills.
Your role will include the following elements, but not limited to:
- Travel organisation (global and frequent!), diary, agenda coordination
- Event planning, organisation and follow-up (order flowers, organise menus, book complex restaurant reservations)
- Email (Outlook) + Teams messenger management
- Dealing with local suppliers + 3rd parties (architects, travel agencies, hotels, construction companies, concierge etc)
- The checking of the smaller, more simple invoices and expenses, as well as fiscal administrative follow-up (archiving, filing)
- Properties coordination for workers and furniture purchase orders, cars coordination with chauffeurs & garage, etc
- Banking payments and liaising with external providers (globally)
- Being a general right hand to the Principal as a team assistant
Profile:
- Bachelor degree e.g in history, business, hospitality, auctioneering or fine arts degree for example or leading hotel school eg EHL
- 1-3 years++ work experience
- A first, relevant administrative assistant/secretarial work experience
- At least some exposure or knowledge of the family office environment and their activities; those from other relevant industries such as luxury, financial services, auction house, luxury real estate, trust companies etc.
- Someone who understands "the family office world" and who has a high EQ, a sense of discretion, composure and etiquette
- Fluent English ("business fluent" or bilingual) a must, as well as mother-tongue/fluent French; any other languages a plus (Spanish, German)
- A polished person who is well-presented and looks the part with poise and presence
- Excellent customer service skills and used to complex events-planning and dealing with constant changes and the "unexpected"
- A mature, resilient and serious person who knows how to behave within a high profile environment, with good communication skills but also a sense of discretion
- A dynamic, flexible mind-set, used to a broad role, able to multi-task and manage a sometimes heavy work load
- A team player but also self-sufficient and happy to sometimes work alone
- A good head for figures/financials - a numerate person with good attention to details
- An autonomous person, used to a small structure, happy to "muck in" and with a calm nature who is also able to manage pressure and stress
- Able to deal with a family and its ever changing wishes and needs (emotional intelligence)
- Used to a demanding working environment and able to thrive in one
- Comfortable with the full MS Office suite + TEAMS etc
- Able to commit to a full-time post in the Lausanne area, with fairly rigid hours and protocols, although 2 days per week home office is also offered
- Available to start ASAP for this exciting permanent contract, full-time position (those on a notice period of course also considered)
