Office Manager

  • Competitive
  • Zürich, Schweiz Zürich Zürich CH
  • Festanstellung, Vollzeit
  • Wellington Management Company, LLP
  • 18 Aug 18 2018-08-18

Office Manager

WELLINGTON MANAGEMENT

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 50 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

POSITION

OFFICE MANAGER

The Company
Tracing our roots to 1928, Wellington Management Company, LLP is one of the world's largest independent investment management firms. With US$1,080 billion in assets under management as of 31 December 2017, we serve as a trusted adviser to institutional clients and mutual fund sponsors in over 50 countries. Our innovative investment solutions are built on the strength of proprietary, independent research and span nearly all segments of the global capital markets, including equity, fixed income, multi-asset, and alternative strategies. As a private partnership whose sole business is investment management, our long-term views and interests are aligned with those of our clients. We are committed to attracting a talented and diverse workforce, and to fostering an open, collaborative culture of inclusivity because we believe multiple perspectives lead to more informed investment and business decisions. As an Equal Opportunity Employer, we welcome people with diverse life experiences, fresh ideas, and specialized subject-matter expertise.

Overview
We are currently recruiting for an Assistant/Office Manager to join our EMEA Global Relationship Group (GRG) based in Zurich. The successful candidate will be an integral member of our Switzerland Team, based in Zurich. This position has a dual reporting line into the Head of Office (based locally) and the EMEA Admin Manager (based in London).

The Wellington Management Zurich office is a satellite office comprised of 7 people (including this role) and is focused primarily on business development activities.

Responsibilities
Assistant

  • Comprehensive and proactive diary management for 3 Relationship & Business Development Managers:
  • Liaising with external clients and administrative teams for all meeting logistics
  • Proactively setting up prep-meetings ahead of the client meeting
  • Ensuring meeting rooms are booked globally where necessary
  • Understanding and utilising our virtual conferencing tool to create video and audio conference requests
  • Liaising with reception to request any catering
  • Registering external visitors with reception
  • Proactively managing meetings clashes and being a gatekeeper
  • Managing global travel & expenses requests for the whole team;
  • Working with an external travel vendor to obtain flight and hotel options
  • Understanding visa processes and ensuring all travelers have the necessary visas in place
  • Creating and distributing detailed itineraries
  • Booking any ground transportation or rail tickets
  • Process expenses in a timely manner adhering to policies and guidelines
  • Sending prospect mailings on behalf of managers
  • Working with client service analysts to prepare, print and bind client documents and presentation materials
  • Managing and completing print requests following our in-house compliance approval process
  • Entering, amending and keeping client data up to date in Salesforce
  • Provide cover for administrators across the business when out of the office
  • Management and processing of team invoices
  • Diligent coverage of telephone lines, adhering to best practices


Office Management
  • Act as receptionist for the office
  • Handle all mail and filing
  • Creation and production of reports using variety of in-house systems
  • Respond to day to day office maintenance issues
  • Keep inventory of office needs and place orders with vendors
  • Responsible for payment of vendor bills
  • Maintain relationships with property management
  • Work with the technology support team to ensure that all video conferencing, meeting technologies, and computer applications run efficiently
  • Communicate with building security to coordinate entry to all onsite guests, vendors, and mail personnel
  • Work with IT to manage infrastructure updates and changes as needed
  • Serve as Business Continuity Planning (BCP) Contact
  • Help organise and evaluate office space needs
  • Assist with office budget process
  • Provide guidance around policies to all team members
  • Coordinate with peers to determine global best practices
  • Communicate as necessary with London/Boston
  • Assist with ad-hoc projects
  • Ensure office health and safety standards are met


Qualifications
We are looking for an individual that has the ability to demonstrate strong business maturity and work efficiently in a fast-paced small office environment. A degree is preferred but not necessary, minimum 5 years of work experience and fluency in Swiss German and English is a pre-requisite. The candidate should enjoy working across many different areas and possess:

  • Advanced proficiency in MS Office (Word, Outlook, Excel, & PowerPoint)

  • Excellent organisational, multi-tasking, and prioritisation abilities

  • Strong interpersonal and communication skills

  • Ability to work independently and as part of a team

  • Strong service orientation and proactive problem-solving skills

  • Ability to work under deadlines and to accommodate last-minutes changes

  • Positive, can-do attitude; Flexibility; Sense of humour


JOB TITLE
Office Manager

JOB FAMILY
Administrative Services

LOCATION
Zurich

As an equal opportunity employer, Wellington Management considers all qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law. If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us at Wellington@icareerhelp.com .