Business Assistant

At Julius Baer, we celebrate and value the individual qualities you bring, enabling you to be impactful, to be entrepreneurial, to be empowered, and to create value beyond wealth. Let’s shape the future of wealth management together.

The Business Assistant of Julius Baer works within a highly professional administration team, demonstrating excellent working knowledge of the company, its employees, and its departments. The Business Assistant is the first point of contact for both telephone and onsite visitors and will be expected to deliver a standard of service aligned with the Corporate Values of care, passion, and excellence. The Business Assistant will also provide support to all areas of the business.

YOUR CHALLENGE

Reception Duties

Greet visitors and clients in a professional courteous and timely manner, notify staff of their arrival and offer refreshments.

Answer incoming calls promptly and redirect/take messages as appropriate.

Ensure switchboard is set to and removed from overnight services.

Ensure any voicemails are listened to and handled appropriately.

Organise taxis, send confirmations and record data as required.

Maintain visitor register and issue visitor day passes.

Ensure Internal clients (all employees of Julius Baer) are provided with a high level of service and accommodate all reasonable requests.

Unlock and lock main doors of the building each morning and evening.

Arrange meetings by scheduling appropriate meeting times and booking rooms.

Organise meeting refreshments, and in-house luncheon bookings for meeting rooms.

Maintain a tidy, welcoming appearance within the reception area and meeting rooms at all times.

Handle all aspects of the courier process, from receipt of courier packages, internal distribution to preparation, dispatch and reconciliation of invoices.

Provide cover for the facilities officer during periods of absence, this may include work associated with Health & Safety and liaising with building management agents.

Business Management

Events services – responsibility for arranging client and corporate events including liaison with hospitality industry, budget decisions/negotiation, catering, invitation management.

Support various sub-committees of the business with minute taking, task management and other corporate secretarial undertakings.

Internal Communications – work with internal stakeholders to develop internal news content for the weekly Branch Newsletter. Plan, edit, write articles and oversee timely production of internal communications.

Manage and maintain annual calendar of events, assisting with preparation of events as appropriate.

Arrange travel, transport and accommodation and prepare itineraries for key internal stakeholders.

Arranging training events for the Branch, liaising with external training providers.

Provide secretarial/administrative support to the business, in particular senior management, as required.

YOUR PROFILE

Personal and Social

Strong sense of integrity and adherence to all the company’s policies, principles, procedures, and values, treating others with dignity

Strong communication skills, both written and verbal

High standard of dress and personal presentation

Attention to detail

Pro-active approach to work

Team player

Professional and Technical

Skill in minute taking and understanding of corporate governance

Event management skills

Competent in Audio & Copy Typing

Excellent knowledge of Excel, Word & PowerPoint

We are looking forward to receiving your full job application through our online application tool. Further interesting job opportunities can be found on our Career site.

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