Senior Executive Assistant & Head of Office Management

The Company & Culture

Our client’s approach is deeply rooted in its tradition as a long-term family investor, guided by clear values and a strong ethical foundation. These values foster a global network of entrepreneurs and industry experts who actively support the leadership teams of the portfolio companies. The group shares a passion for responsible investing focused on long-term, sustainable value creation. The culture is best described as open, entrepreneurial, and energetic. Working here means actively contributing, taking ownership, and helping shape the culture through commitment and initiative.

The Role

This role forms the organizational backbone of the office and carries a position of trust. At the same time, it is a highly visible role with both internal and external impact, requiring a strong personality combined with proven expertise. The successful candidate will feel comfortable operating across multiple disciplines. An important aspect of the role is overseeing the assistant team while acting as a central point of contact for internal and external stakeholders. The Managing Partner relies on someone resilient who can navigate a demanding schedule, act as a thoughtful gatekeeper, and structure his day with clear priorities. Working closely with him in a combined PA and business-focused capacity, the new executive assistant will become a trusted partner and an integral member of the team, helping to set the pace for the organization. Tasks and responsibilities include, but are not limited to:

• High-level executive support, including managing a complex agenda, handling correspondence, preparing meetings, and managing multiple priorities without direct supervision.
• Organizing video conferences and international business travel and logistics, including preparation and follow-up.
• Structuring complex information and communication flows while meeting deadlines independently.
• Supporting annual planning activities and coordinating meetings, conferences, off-sites, and other events.
• Prioritizing and managing all tasks that arise during the day, last-minute changes, and unexpected challenges.
• Building and maintaining strong relationships with internal and external stakeholders, including the firm’s international offices.
• Handling ad hoc tasks and assisting with personal matters related to the Managing Partner’s family when needed.
• Potentially leading the assistant team across all locations and coordinating task allocation and priorities.
• Providing coaching, managing absence planning, and conducting employee reviews.
• Overseeing all matters related to office, contract, and facility management, including coordination with external service providers.
• Managing contracts, insurance policies, and budgets, including invoice oversight and payment approvals.

About You

First and foremost, you bring a positive and engaging personality to the role. Colleagues enjoy working with you because you have a quick mind and a natural sense of humor, and you contribute positive energy to the team. At the same time, you are highly driven and possess exceptional planning and organizational skills. Last-minute changes or unexpected developments do not faze you. You combine a get-things-done attitude with an entrepreneurial mindset, anticipating needs and focusing on solutions. What else is requested?

• A commercial apprenticeship or a bachelor’s degree in business administration. Advanced training, such as CAS Strategic Office Management, Project Management, or similar certifications, is beneficial but not required.
• At least 10 years of experience supporting the C-suite in a personal or executive assistant role, ideally with team leadership responsibilities, preferably within financial services (such as private equity, investment banking, or similar).
• German speaker with fluent English; Swiss German would be an advantage.
• Proficiency in MS Office, Teams/Zoom, and modern office, workflow, and collaboration tools, including AI applications.
• Exceptional organizational skills, good judgment, and strong analytical thinking.
• A highly proactive approach, combined with excellent agenda management skills; capable of handling complex scheduling demands.
• A reliable and trusted pair of hands when entrusted with important projects.
• Alignment with the Managing Partner’s execution-focused and agile mindset; ability to analyze situations and determine the appropriate course of action.
• Professional, confident, and personable presence; someone who exudes positivity and is a pleasure to work with.
• Strong social skills and empathy, with the confidence to represent the company as an ambassador and lead a team.
• Excellent communication skills, with the ability to adjust tone appropriately, handle complex issues, and prepare decision-ready information.
• Willingness to work occasionally outside regular business hours and travel when needed.

What’s in it for you?

Opportunities like this do not come along often. Joining our client means becoming part of a respected investment firm at a moment of continued growth. You will step into a highly trusted role, working closely with the Managing Partner and contributing to an environment defined by entrepreneurial thinking and a genuine team spirit. You will work in a culture shaped by flat hierarchies and open communication. Collaboration is valued, and the atmosphere is ambitious, with regular team events that bring people together. The role offers the opportunity to take on operational leadership responsibilities. Your work will have an impact, and you will enjoy a high level of ownership in your projects. The firm offers an attractive compensation package aligned with your experience. You will work in modern offices in a prime location close to public transportation, equipped with state-of-the-art technology and the latest software tools to ensure you can operate at your best. Additional benefits include amenities that enhance a well-supported working environment. If you bring the experience and mindset we are looking for, we would be pleased to hear from you. Please submit a single PDF document including your CV, reference letters, educational diplomas, and a short introductory email stating your earliest availability and salary expectations to , quoting reference «Senior EA-OM»

Barnickel & Fellows | Talstrasse 58 | 8001 Zurich | +41 44 243 86 68 | www.barnickelfellows.ch