Executive Assistant

Beyond Potentials; Genf; On-site; CHF 110,000 - 170,000; Full time

Job summary

Beyond Potentials is seeking an experienced Executive Assistant, Personal Assistant and Office Manager for its Geneva based family office. You will support senior executives, manage complex calendars across multiple time zones, coordinate internal and external meetings and handle confidential information with discretion.

You will also organize domestic and international travel, oversee office operations, and contribute to family office administration and project coordination.

Qualifications

• Proven experience as EA/PA or Office Manager, preferably in a family office or ultra‑high-net‑worth environment.
• Ability to manage confidential information with discretion and integrity.
• Strong calendar management, travel planning and multi‑time‑zone coordination required.

Responsibilities

• Provide high‑level administrative and personal support to senior executives of the family office.
• Back up family members Personal Assistants as needed and manage calendars across time zones.
• Coordinate internal/external meetings, prepare materials and follow up on actions.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Discretion

Multitasking

Team collaboration

MS Office 365

SharePoint

Outlook

Tools

SharePoint

MS Office 365

Outlook

Job description

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

Location: Geneva

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

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

Location: Geneva

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

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