Assistant / Office Manager Asset Management, 60 Bis

Vor 2 Tagen

Basel, Schweiz Yakoubi Associates Vollzeit

For our client a global Asset Manager in Zurich, we are looking for an Assistant / Office Manager to provide proactive support to the Swiss Sales team and support the Swiss office.

Tasks

**Office Manager**:

- Office and facilities management responsibility for the Swiss office. Maintain the contractual relationship and deal with the landlord, office suppliers and service providers. Monitoring the service quality and costs.
- Build and maintain a clear archive of all documents relevant to the functioning of the office (invoices, tax, contracts, compliance, legal and company incorporation).
- Assisting the Partner, Head of Switzerland & Southern Europe in the performance of regulatory, internal and external work associated with his role of Manager & Legal Representative of the Swiss AG.
- Build and maintain a clear archive of all documents relevant to the functioning of the office (invoices, tax, contracts, compliance, legal and company incorporation).

**PA/Team Assistant to the Swiss Sales Team**:

- Proactively manage the diaries of the Swiss sales team members, including scheduling internal/ external meetings, calls and conferences, and sending Outlook calendar invitations to participants.
- Arranging and facilitating internal/external meetings and conferences.
- Facilitating client relationship events, including restaurant bookings, and confirming attendees.
- Proactively managing calls including ensuring detailed communications are accurately recorded and/or passed on.
- In conjunction with BCD (external travel company) and Concur (travel & expense system) co-ordinate travel and accommodation requirements, booking travel online and providing detailed itineraries ahead of business-related travel in adherence with the company travel policy.
- Conducting general team administration, including processing and reconciling expenses claims and invoices, copying, scanning, and faxing.
- Enforce and maintain the cost-saving initiatives for the team.
- Assisting with Compliance filings as needed.
- Ensure objectives/initiatives/ tasks set by management and by the firm are completed promptly.
- Work closely with the Senior PA of the Partner, Global Head of Sales in London to ensure to be proactively involved in the coordination of team tasks and deliverables to the Head Office.
- Focusing on improving team efficiency and process implementation.
- Producing and amending documentation as requested.
- Managing team events including socials, cards, and collections.
- Providing support to/ cover for other Assistants (including telephone cover) when required and ensuring that any such cover arrangements are communicated to relevant stakeholders.

**Sales support to the Swiss Sales Team**:

- Updating client records in Salesforce.
- Developing knowledge and understanding of Salesforce to produce reports for the team and solve basic issues.
- Preparing/amending draft presentations and documents.
- Coordinate periodic local marketing activities

**Requirements**:
**Behavioral Competencies**:

- Sets high standards of performance for self and strives to meet challenging objectives.
- Considers own role within the commercial context and focuses on the client.
- Respects obligations to internal and external clients and investors and treat clients fairly.
- Displays a positive and energetic attitude, gets involved and proactively seeks out opportunities to advance the business.
- Establishes and maintains good relationships and works effectively and cooperatively with others.
- Communicates constructively, engages others positively and readily shares information and ideas.
- Seeks out insightful, smart ideas to raise personal and team standards.
- Demonstrates the ability to think creatively to find solutions.

**Technical Competencies / Required Experience**:

- Proven experience in supporting a diverse team in a fast-paced deadline-driven environment.
- Fluent in English and German.
- Excellent communication and interpersonal skills.
- Treats confidential/personal information with the highest level of discretion.
- Must be highly reliable and extremely professional.
- Must be proficient in MS Outlook, PowerPoint, Excel, and Word. Willing to embrace new technology.

To start, we only need your resume, so you do not need to add a cover letter.

As soon as we have reviewed your documents, you will hear from us again.

We look forward to getting to know you

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