Executive Assistant

Beyond Potentials; Genf; Presencial; CHF 90.000 - 130.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Office Happiness Officer

5-star service mindset

Flexible and adaptable

Descripción de la vacante

Beyond Potentials is seeking an experienced EA/PA and Office Manager for a Geneva-based family office. You will provide high-level administrative support to senior executives and back up family members’ Personal Assistants while managing complex calendars across multiple time zones.

Responsibilities include coordinating meetings, travel, events, and office operations, with a strong emphasis on discretion and confidentiality, and driving cross-functional projects and digital collaboration

Formación

• Experience providing executive/Personal Assistant support
• Ability to manage complex calendars across time zones
• Strong organizational and communication skills
• Discretion with confidential information
• Experience coordinating travel and events
• Proactive problem-solving and stakeholder management

Responsabilidades

• Provide high-level administrative and personal support to senior executives
• Back up family members Personal Assistants
• Manage calendars across multiple time zones
• Coordinate meetings, calls and appointments
• Prepare meeting materials and follow-up actions
• Act as point of contact with executives, family members and external stakeholders
• Handle confidential information with discretion
• Organise domestic and international travel and visas
• Support family office administration and projects
• Coordinate cross-functional projects and governance meetings
• Prepare internal communications and management presentations
• Plan corporate and private events
• Oversee office facilities and relationships with service providers
• Support HR processes for private household staff

Conocimientos

Organisational skills

Time management

Attention to detail

Communication

Independent working

Multi-priority handling

Project coordination

MS Office 365

SharePoint

Teams

Herramientas

Microsoft Office 365

SharePoint

Teams

Descripción del empleo

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