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Administrative Assistant

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The Citco Group Limited

13d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Zürich

AI generated summary

  • You need 3+ years in an admin role, MS Office proficiency, strong organizational skills, French and English fluency, a flexible attitude, and problem-solving abilities.
  • You will manage office logistics, handle mail, oversee vendors, prepare reports and presentations, assist finance and employees, organize events, and support reception tasks.

Requirements

  • Work experience of at least 3 years in a similar role; additional qualification as an Administrative assistant or Secretary is a plus
  • Proficient with MS Office (Word, Excel, PowerPoint and Visio) and have proficient computer skills
  • Confident initiative-taker who is happy to work in a fast-moving, entrepreneurial environment.
  • Flexible “can do” approach to work
  • Polite, friendly, approachable and a team player
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Strong organizational and planning skills
  • Creative mind with an ability to suggest improvements
  • Excellent communication and written skills in French and English (French mother tongue preferred)

Responsibilities

  • You will handle incoming/outgoing mail and deliveries
  • Look after daily maintenance of the office condition (such as but not limited to: office equipment, stationery, repairs, etc.)
  • Deal with all vendors, service providers and property management/landlord:
  • Responsible for quality control
  • Looking after the filing of insurance claims
  • Requesting fee quotes
  • Liaising with concierge and landlord
  • Prepare expense reports for staff
  • Organize events and meetings
  • Handle incoming invoices
  • Review invoices and obtain appropriate sign off
  • Liaise with Finance teams
  • Responsible for petty cash
  • Address employee’s queries regarding office management issues
  • Attend weekly calls and take minutes
  • Document filing following specific instructions and described processes
  • Arrange for the preparation and execution of documents
  • Prepare Powerpoint presentations for various teams and formatting of Word documents
  • Update and maintain the electronic storage systems and databases
  • Deal with reception tasks (such as but not limited to: answering phone calls, greeting staff and visitors and provide them with general support)
  • Assist with ad-hoc tasks.

FAQs

What are the main responsibilities of the Administrative Assistant role at Citco?

The main responsibilities include handling incoming/outgoing mail, maintaining office conditions, managing vendor relationships, preparing expense reports, organizing events and meetings, handling invoices, and supporting the finance teams, among other administrative tasks.

What qualifications are required for this position?

A minimum of 3 years of work experience in a similar role is required, along with proficiency in MS Office applications. Additional qualifications as an Administrative Assistant or Secretary are considered a plus.

Is French language proficiency necessary for this role?

Yes, excellent communication and written skills in both French and English are required, with a preference for candidates who are native French speakers.

What kind of work environment can I expect at Citco?

Citco fosters a people-centric culture that values personal relationships, teamwork, and support among colleagues, providing a fast-moving and entrepreneurial work environment.

Are there opportunities for professional development and training?

Yes, Citco provides a range of benefits, training, and education support to help employees achieve success in their careers while balancing personal needs.

How does Citco approach diversity and inclusion in hiring?

Citco prioritizes the hiring of individuals from diverse backgrounds and embraces an inclusive culture that fosters innovation and mutual respect.

Will I receive assistance if I have a disability during the application process?

Yes, Citco welcomes applications from people with disabilities and accommodations are available upon request for candidates taking part in all aspects of the selection process.

What types of tasks will I be handling related to office management?

You will handle tasks such as managing office equipment and supplies, dealing with service providers, addressing employee queries, and ensuring the quality of office conditions.

Is experience with specific software essential for this job?

Yes, proficiency with MS Office (Word, Excel, PowerPoint, and Visio) is essential for the Administrative Assistant position.

What is the company's stance on employee well-being?

Citco places a high priority on employee well-being and offers a range of benefits and flexible working arrangements to support personal and professional success.

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The Citco Group Limited

The Citco group of companies provides a broad range of financial services for hedge funds, administration, PE & more.

Finance
Industry
5001-10,000
Employees

Mission & Purpose

The Citco Group Limited is a company specialising in financial services, with a particular focus on fund administration, corporate services, and related financial solutions. The company's core activities include assisting clients in managing and administering investment funds, as well as providing corporate and fiduciary services to businesses. Citco's ultimate goal is to be a trusted partner for their clients in navigating the complexities of the financial industry, offering expert support in fund management and corporate services. Their purpose revolves around delivering high-quality, tailored financial solutions that enable clients to succeed in a competitive market, manage their assets efficiently, and meet regulatory requirements. Through their services, Citco aims to facilitate the growth and success of businesses and investment funds.