Administrative & Operations Officer

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.

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

• 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.