Family Office Assistant / Administrative Assistant (50%)

Tiger Recruitment Ltd.; Zürich; On-site; CHF 30,000 - 42,000; Part time

Job summary

Tiger Recruitment in Zurich is partnering with a Swiss Family office to recruit their next Administrative Assistant for a 50% role in Zurich. The position is based in an office located in a private residence and requires fluency in German, French and English.

You will handle general administration, calendar management, correspondence, real estate portfolio support, and coordination with external service providers.

Qualifications

• Previous experience in an administrative/secretarial role, ideally within a Family Office or private environment.
• Excellent organisational skills and ability to maintain confidentiality.
• Fluent in German and French; proficient in English.

Responsibilities

• General Administration: Handling, sorting and distributing mail; filing, archiving and records management; document management system; creating lists and overviews; improving processes.
• Calendar & Contact Management: Managing calendars, appointments and contact databases; scheduling meetings; monitoring deadlines.
• Correspondence: Drafting and replying to emails/letters in German and French; professional communication.
• Real Estate Portfolio: Understanding and supporting the administration of properties; coordinating with property managers.
• Internal and External Communication: Central contact point between family and stakeholders; coordinating with banks and service providers; taking minutes.

Job description

Family Office Assistant / Administrative Assistant (50%) Location: Zurich, Switzerland Workplace: Office located in a private residence Languages: German, French, English Employment level: 50% Tiger Recruitment in Zurich are partnering with a Swiss Family office to recruit their next Administrative assistant.

Main Responsibilities

General Administration

• Handling, sorting and distributing incoming mail.
• Filing, archiving and maintaining documents and records.
• Establishing and maintaining an efficient filing and document management system.
• Creating and maintaining lists, overviews and administrative records.
• Bringing structure and order to existing administrative processes.
• Developing a thorough understanding of the structure, organisation and specific needs of the family's foundations.
• Supporting the administrative coordination of the foundations and ensuring that relevant information, documentation and records are properly maintained.

Calendar & Contact Management

• Managing calendars, appointments and scheduling.
• Maintaining and updating contact databases and address lists.
• Coordinating appointments and meetings.
• Ensuring that important dates, deadlines and commitments are monitored.

Correspondence

• Handling written correspondence in German and French.
• Drafting, reviewing and responding to emails and letters.
• Ensuring professional, accurate and timely communication.

Real Estate Portfolio

• Developing a good understanding of the family's real estate portfolio.
• Supporting the administration and management of selected properties.
• Maintaining property-related documentation, records and overviews.
• Coordinating with external property management companies where required.

Internal and External Communication

• Acting as a central point of contact between family members and various internal and external stakeholders.
• Coordinating communication with accounting, property management companies, banks and other service providers.
• Preparing and distributing meeting minutes.
• Following up on outstanding matters and sending reminders.
• Monitoring agreed actions and deadlines.

Candidate Profile

Previous experience in an administrative, secretarial or assistant role, ideally within a Family Office or a private environment. Excellent organisational and administrative skills. Fluent in German and French, both written and spoken. Highly discreet and trustworthy, with an absolute understanding of confidentiality. Extremely efficient, structured and well organised. Independent, proactive and solution-oriented. Strong attention to detail and the ability to prioritise tasks effectively. Flexible and comfortable working in a private family office environment. Excellent communication and interpersonal skills. Confident using standard office software and digital tools.

Key Qualities

• Discretion, efficiency and reliability are essential. The ideal candidate is exceptionally discreet, highly efficient and well organised.
• Someone who works independently, anticipates needs, takes initiative and ensures that administrative matters are handled smoothly, accurately and professionally.

NM 226794