Executive Assistant - Zurich, Schweiz - William Blair & Company

Beschreibung

COMPANY DESCRIPTION:

Solutions for Today's Challenges. Vision for Tomorrow's Opportunities.

• Join William Blair, the Premier Global Boutique.
• William Blair has delivered trusted advice for nearly nine decades, and we continue to deepen our expertise and relationships across regions, asset classes, and markets throughout North America, Europe, Asia, and Australia.
• We are committed to our people and culture, values, clients, and local communities.
• What sets us apart is that we are an independent partnership, with employees who have unique experiences, perspectives, and backgrounds. We provide advisory services, strategies, and solutions to meet clients' evolving needs amid dynamic market conditions and varying industries.
• We work tirelessly to create an inclusive culture and take pride in fostering employees' professional and personal growth. We empower our people to bring their best thinking each day so we can deliver the tailored, thoughtful work and problemsolving abilities that our clients expect.
• Equally, we are proud of our longterm partnerships with the communities in which we live and work, a legacy we inherited from our founder.

JOB SUMMARY & RESPONSIBILITIES:

The Executive Assistant will provide direct administrative coordination and support to our Investment Management distribution and client service team in Zurich.

You may interface with both internal and external clients, outside parties and vendors, and will work under limited guidance, due to previous experience and depth of knowledge of administrative processes.

You will independently exercise discretion and independent judgment and should be capable of analysing information requests and determining trends. Additionally, you will proactively identify opportunities to create greater efficiencies by utilising technology and/or updating processes.


Responsibilities will include:

Administrative / Office Management support:

• Proactively manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.)
• Collaborates with appropriate internal departments/businesses/individuals and external vendors and resources to manage administrative and logístical aspects of onsite and offsite events
• Updates and maintains contact databases. May include compiling information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary
• Provides office support to include answering phones, greeting, and interacting with internal and external clients, distributing mail, maintaining electronic and hardcopy filing, taking meeting minutes, creating documents, processing invoices, etc
• Support with the day to day running of the Zurich office
• Arranges complex travel itineraries and submits expense reports in a timely manner
• Provides CRM/Sales support:
• Prepares client / prospect presentations
• Prepares client / prospect meeting materials
• Assumes specific client service tasks:
• Prepares, submits for approval and sends client reports and mailings
• Maintains client documentation (incl. KYC and AML)
• Tracks SICAV overflow and ensures internal flow reporting
• Ensures communication with SICAV administrator (transfer agency, retrocession team, client documentation team)

QUALIFICATIONS:

• Previous experience in an office environment in an administrative/executive support role, preferably within the financial / professional services industry
• Expertise with Microsoft Word, Excel, Teams and Outlook
• Excellent verbal and written communication skills
• Fluent English and German language skills are essential, other European languages are beneficial
• Proven problem solving and critical thinking skills
• Willingness to adapt to change
• Ability to work in a fastpaced environment
• We expect:
• Teamwork
• Ability to maintain confidentiality
• Strong attention to detail
• Strong organizational skills
• Ability to work independently, to prioritise and proactively identifying opportunity for improvement
• Excellent time management skills