As the Office Manager, you will be the backbone of our Zurich operations. You will ensure the office functions efficiently, the facility is maintained to the highest standards, and our team is supported administratively. This role requires versatility, capable of handling everything from high-level executive support to ensuring operational excellence in all aspects of office management. You will be the face of the company for visiting partners and clients.
Key Responsibilities
* Office Management & Facilities
o Maintain office premises, reception area, and gathering spaces to ensure they are organized, clean, and welcoming.
o Coordinate with cleaners, building services, and vendors to ensure smooth daily operations.
o Manage procurement of office supplies, groceries, and refreshments while maintaining cost-effective inventory.
o Coordinate incoming and outgoing post and courier services (DHL, FedEx, Swiss Post).
o Oversee IT equipment (printers, video conferencing, phones) to ensure functionality and schedule repairs when necessary.
o Serve as the Health & Safety officer, ensuring compliance with local regulations.
* Hospitality, Client Service & Marketing Support
o Welcome and assist guests, clients, and investors with professionalism and discretion.
o Manage the central phone line in German and English.
o Prepare, print, and bind high-quality marketing materials and investment presentations (Pitch Decks) ensuring they are meeting-ready for partners.
o Maintain and update the company’s CRM database, ensuring investor contact details, distribution lists, and interaction logs are accurate.
o Assist in organizing client events, roadshows, and conferences, including venue booking and creating invitation lists.
* Executive Assistant (PA) & Administrative Support
o Support the management team with proactive calendar management and complex meeting coordination.
o Arrange detailed business travel (international flights, trains, accommodation, transfers) and prepare itineraries.
o Organize documents, filing systems, and maintain office order.
o Draft, format, and file business correspondence and confidential documents in both German and English.
o Provide ad-hoc personal assistance to partners requiring high discretion.
* Accounting & Finance Support
o Coordinate with the fiduciary to ensure all payments are tracked, evidenced with proper documentation, and aligned with the budget.
o Manage incoming invoices (creditors) and prepare outgoing invoices (debtors).
o Process employee expense reports, credit card reconciliations, and petty cash.
o Monitor bank account transactions and ensure liquidity oversight.
o Assist in preparing regular financial reports (tax, capital requirements, etc.) in collaboration with external accountants.
* HR Operations & Payroll
o Prepare monthly payroll data (including variable compensation) and coordinate with external providers to ensure timely processing.
o Manage registrations and deregistrations with Swiss authorities (AHV/IV, BVG/Pension Fund, UVG, KTG, CR).
o Process work permit applications and renewal for international employees with the Cantonal Migration Office.
o Handle contract preparation, new hire onboarding (welcome packs, IT setup), personnel file management, and offboarding.
o Track vacation days, sick leave, and accident reports.
Qualifications & Requirements
* Education: Completed Swiss Commercial Apprenticeship (Kaufmännische Ausbildung E/M-Profil) or a Bachelor’s degree. Further certification in Accounting or HR is an asset.
* Experience: At least 1 year of experience in a similar polyvalent role.
* Languages: German and English, written and spoken.
* Skills: Proficiency in Microsoft Office (Excel, PowerPoint for presentations) and basic understanding of Swiss accounting principles.
Personal Attributes
* Detail-Oriented: You have an eye for detail and take pride in a tidy and structured work environment.
* Discreet: Ability to handle sensitive financial information with absolute confidentiality.
* Proactive: You have a positive, can-do attitude and see what needs to be done without being asked and solve problems independently.
* Service Mindset: You are warm, polished, service-minded, you enjoy supporting others and contributing to a positive team atmosphere.
* Versatility: Ability to handle multiple tasks calmly and efficiently.
What We Offer
* A prime office location in the heart of Zurich.
* Competitive salary and Swiss social benefits.
* Standard Swiss vacation allowance (e.g., 25 days).
* A professional, international, and dynamic work environment.
* Opportunity to take ownership of the office culture and operations.
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