Business Management Assistant

Job Description

The Business Management Assistant will support IO Legal Team, members of the MT of the Investment Office and the CIO. The role provides paralegal and legal-administrative support to the Investment Office under the direction of the Head of Investment Support. The role also supports the CIO and members of the MT with general administrative support.

Administrative processes and controls:

• Coordinate governance and investment-related meetings, including preparing agendas, compiling and distributing board packs and papers, attending where required, recording minutes/actions and ensuring timely follow-up.
• Support regular regulatory filings and ongoing governance obligations, including maintaining governance calendars and providing administrative support to board members.
• Coordinate document execution and archiving in close collaboration with IO Legal Counsel, ensuring transaction documents are properly completed and filed.

Legal & paralegal responsibilities:

• Coordinate investment approval and execution processes with board members and IO professionals, including managing outgoing KYC/AML requirements, KYC packs and bank account opening support.
• Manage the KYC inbox by reviewing, prioritising and responding to incoming communications, proactively monitoring deadlines and escalating follow-up items as needed.

Business Management Responsibilities:

• Support the Operations and Risk teams by compiling information and reports for the quarterly Investment Committee and other relevant committees.
• Monitor key Operations and Risk processes, projects and transaction implementation workstreams, including KYC and ODD, providing status updates, completing key documentation and escalating issues where appropriate.
• Use PowerPoint, Tableau and other tools to help prepare presentation materials, investment reports and internal communications.

Executive assistant responsibilities

• Arrange business travel, including tickets and accommodation through the company tool, in line with travel and expense policies.
• Process MT members’ expenses accurately and on time.
• Manage and prioritise calendars, coordinate internal and external meetings, optimise managers’ time and monitor planning deadlines.

KEY COMPETENCIES

• Communication: Exceptional written and verbal communication skills in English. Proficiency in preparing reports, presentations and correspondence.
• Organizational Skills: Outstanding organizational and time management skills with the capability to prioritize and manage multiple tasks seamlessly and the ability to work autonomously
• Strategic Thinking: Ability to anticipate executive needs and act proactively. Skilled in planning and execution.
• Discretion and Confidentiality: Must maintain the highest level of confidentiality and discretion at all times.
• Strong influencing skills; ability to build effective relationships based on trust, integrity, consistency, and pragmatism
• Quality focus: Ability to meet deadlines, handle conflicting priorities and work under pressure. Meticulous attention to detail

Qualifications

KEY QUALIFICATIONS & SKILLS

• Must have visa/full working rights and be based in Switzerland
• Education and experience: Bachelor’s degree preferred, or extensive experience in a role requiring similar skills and tasks.
• Fluent in English
• Investment Industry: Experience of working in, or knowledge of, investment organisations and/or financial institutions, professional services firms (legal, consulting, advisory) an advantage.
• Proficiency with Software Tools. Visual communication will be your thing. Effective use of Excel and PowerPoint with good experience of preparing slide decks (creating documentation for Boards and Committees): Ability to use software tools to bring strategic ideas and complex planning to life with clarity and simplicity. Proficiency or willingness to apply other software applications (e.g. Visio, Notion, Tableau) also very useful.
• Governance Support: Experience of executing company secretary duties (e.g. preparing agenda, drafting meeting minutes, tracking deliverables)

Additional Information

What we offer

By joining our team, you will become part of this remarkable journey. You will work in a fun and highly dynamic environment and have the opportunity to collaborate with, and learn from expert colleagues. Part of your role will be contributing to the best outcomes for the charitable entities’ investment strategies and their portfolios - and enhancing its responsible investing activities, in support of our mission.

• Job location: Zug, Switzerland (hybrid)
• This position is full-time.
• We offer a competitive salary & bonus incentive.
• Take advantage of our Flexible Working Guidelines and work up to 10 days per year from abroad, anywhere in the world.
• 25 vacation days and 4 volunteering days per year.
• Comprehensive benefits package (incl. learning budget, pension scheme, home office budget).

An (online) assessment can be part of the recruitment process.

Reference and background checks are part of the final hiring procedure.

If you wish to apply, please submit your CV and motivation letter in English (in PDF format). Applications will be considered on a rolling basis, therefore we encourage you to apply as soon as possible. We reserve the right to close the vacancy early should we receive a sufficient number of applications.

The Investment Office is committed to recruiting and retaining a diverse team. We strongly encourage applications from candidates with disabilities, LGBTQI candidates, women, ethnic, racial and religious minorities, and other underrepresented groups.