Ea/pa And Office Manager

Job Description

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