Executive Assistant & Office Manager

PerGal Talent Search Srl; Ticino; On-site; CHF 100,000 - 140,000; Full time

Job summary

PerGal Talent Search Srl is seeking an experienced Executive Assistant & Office Manager in Lugano to support the CEO and board, manage complex calendars, coordinate travel, and oversee office operations.

The role also covers HR administration, supplier management, budgeting, and invoicing, with a strong emphasis on discretion and efficiency in a regulated asset-management environment.

Qualifications

• At least five years of experience as an Executive Assistant, Office Manager, or similar senior admin role.
• Experience within asset management or financial services is preferred.
• Hands-on experience managing suppliers, contracts and invoices, with budgeting literacy.
• Experience in HR administration, ideally with an external payroll provider.
• Commercial diploma AFC or an equivalent; a university degree is an advantage.

Responsibilities

• Provide day-to-day executive and administrative support to senior executives and the Board.
• Manage calendars and appointments; prepare internal and external meetings; arrange hospitality.
• Oversee day-to-day office operations and front-office procedures; be first point of contact.
• Coordinate external service providers and supplier contracts; monitor timelines and SLAs.
• Coordinate recruitment and onboarding processes; support HR administration and holidays.

Skills

Executive support

Office management

Budget management

HR administration

Education

Commercial diploma AFC

Tools

Microsoft Office

Job description

Our client, based in Lugano (Switzerland), is an independent partner-owned asset manager providing investment management and advisory services to professional clients.

The client is looking for an experienced

EXECUTIVE ASSISTANT & OFFICE MANAGER

The role combines executive assistance, office management, HR and supplier administration. The successful candidate reports to the CEO, works closely with partners and management, and is expected to manage priorities independently and exercise sound judgement.

Key Responsibilities

Executive and Management Support

• Provide day-to-day executive and administrative support to senior executives and the Board of Directors
• Manage calendars and appointments
• Prepare internal and external meetings, including hospitality arrangements
• Liaise with external travel services provider to coordinate executive business travel

Office Management

• Manage day-to-day office operations
• Maintain efficient front-office procedures
• Act as first point of contact for visitors, calls and incoming correspondence
• Manage office supplies, equipment and facilities

Supplier Management

• Manage external service providers of office infrastructure, IT, telecommunications, access and maintenance services
• Maintain central register of suppliers, contracts, SLAs, maintenance requirements and key deadlines (such as renewal dates, notice periods)
• Monitor supplier contracts, service agreements and key deadlines
• Act as principal point of contact between suppliers, contractors and internal customers
• Negotiate commercial conditions within agreed mandates and coordinate supplier appointments

Budget, Invoicing and Cost Control

• Coordinate invoice initiation and validation, and prepare payment approvals in line with the firm’s signing authorities
• Review supplier invoices against agreed terms and conditions
• Maintain records of contractual commitments and recurring expenses
• Monitor office and operational expenditure against agreed budget
• Follow up on invoicing matters when required

Human Resources Administration

• Liaise with external payroll services provider, insurance contacts and recruitment firms
• Maintain employee administrative records
• Coordinate recruitment processes, including interview scheduling
• Support employee onboarding and offboarding
• Support the administration of holidays and absences
• Coordinate staff travel arrangements

Additional Responsibilities as the Role Develops

• Corporate secretariat: logistics for Board meetings and the General Assembly, minutes, regulatory filings, signature lists
• Records and document management: filing, retention and archiving in line with regulatory requirements
• Compliance administration support: internal registers, training records, insurance policies, in coordination with compliance
• Process improvement and digitisation of administrative workflows
• Organisation of client events and hospitality

Candidate Profile

The ideal candidate will have:

• At least five years of experience as an Executive Assistant, Office Manager, or in a comparable senior administrative role.
• Experience within asset management, financial services, banking, legal services, professional services or another regulated environment.
• Hands-on experience managing suppliers, contracts and invoices, with good financial literacy and comfort working with budgets.
• Experience in HR administration, ideally alongside an external payroll provider.
• A commercial diploma (AFC) or equivalent; a federal professional certificate as Executive Assistant or a university degree is an advantage.
• Strong organisational skills and the ability to manage several priorities simultaneously.
• Excellent attention to detail and consistent follow-through.
• The ability to work independently, take ownership and propose practical solutions.
• Excellent judgement and discretion when handling confidential information.
• Strong written and verbal communication skills.
• Strong proficiency in Microsoft Office applications and openness to new digital tools.

Languages

• Fluent Italian and English are essential.
• German would be an advantage.

Personal Qualities

• Proactive, practical and solution-oriented.
• Highly organised and dependable.
• Discreet and trustworthy.
• Commercially aware and cost-conscious.
• Comfortable taking responsibility and working independently.
• Comfortable working at close range with senior executives in a small firm.

La ricerca è rivolta a persone di entrambi i sessi (L. 903/77).

I candidati sono pregati di prendere visione della normativa sulla privacy (dlgs. 196/2003 e Gdpr 679/2016) al seguente indirizzo https://www.pergal.it