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

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

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

You will thrive in this role if

Skills

Executive Assistant