An independent wealth management firm based in Lausanne is currently seeking an Administrative & Operations Officer to support the daily activities of the company and contribute to the smooth running of its operations. This role offers a broad range of responsibilities across administration, client servicing, operations, compliance, accounting support and office management within a dynamic and entrepreneurial environment.
Your responsibilities
As part of the Operations & Administration team, you will be responsible for:
- Monitoring daily account balances and ensuring regularisation of discrepancies
- Following up on fiduciary deposits and term investments, including renewals and maturities
- Monitoring deadlines and outstanding actions
- Managing incoming calls and welcoming clients
- Preparing client meetings and maintaining client records
- Opening new client relationships and ensuring proper documentation
- Handling incoming and outgoing correspondence
- Issuing and monitoring client fee invoices
- Preparing invoices for banking and commercial partners
- Calculating and managing introducer and referral commissions
- Ensuring the completion and updating of KYC and client due diligence documentation
- Preparing credit proposals, Lombard facilities and mortgage requests for validation
- Coordinating administrative matters with banks, insurance companies and financial partners
- Managing and maintaining the internal portfolio management system (PMS)
- Reviewing tax statements received from financial institutions and coordinating corrections where required
- Preparing and distributing internal and client newsletters
- Supporting relationship managers in the development of client relationships
- Preparing accounting documentation and liaising with external fiduciaries
- Assisting with VAT-related matters and foreign exchange operations
- Providing administrative support to senior management when required
- Supporting AML and compliance controls, including coordination with external compliance providers
- Managing office logistics, supplies and general administrative services
- Contributing to process improvements through the use of AI tools and digital solutions
- Participating in internal and external training programmes and developing a strong knowledge of the firm's products and services
Your profile
- Previous experience in an administrative, operations, client servicing or assistant relationship management role within wealth management, private banking, an independent asset manager, a family office or a financial institution
- Good understanding of account opening processes, KYC requirements and banking operations
- Knowledge of AML and compliance requirements would be considered an asset
- Strong organisational skills and attention to detail
- Excellent communication and interpersonal skills
- Ability to manage multiple priorities in a fast-paced environment
- Proactive, service-oriented and solution-driven mindset
- Comfortable interacting with banks, financial partners and clients
- Strong command of French and English
- Excellent knowledge of Microsoft Office applications
- Interest in technology and AI tools to improve operational efficiency
- Swiss residency is required
This is an excellent opportunity to join a growing independent wealth management firm and take on a highly diversified role offering exposure to operations, client servicing, compliance, accounting support and business administration within a collaborative and entrepreneurial environment.
If you are interested in learning more, feel free to reach out in confidence or send your CV directly for a confidential discussion.
