Team Administrative Assistant - Family Office
Finders
- Lausanne
- Unbefristet
- Vollzeit
- 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
- 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
- Excellent customer service skills and used to complex events-planning and dealing with constant changes and the "unexpected"
- A mature and serious person who knows how to behave within a high profile environment, with good communication skills
- 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 discrete, 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)