Executive Assistant - Family Office & Structuring

As a central hub within the CSF Executive Office, you will support the leadership of two closely connected business units: a family office and a structuring-focused entity.

In this trusted position, you will work directly at senior leadership level, ensuring that information, schedules, mandates and internal processes are coordinated in a structured and efficient manner. You will maintain oversight of key topics, ensure a clearly prioritised flow of information, and play a key role in ensuring that organisational, administrative and mandate-related matters are handled reliably and with discretion in the background.

Key Responsibilities

• Ensuring a clearly prioritised flow of information between leadership, internal advisors and external partners
• Supporting leadership in the structured coordination of cross-functional topics and pending matters
• Coordinating schedules, mandate-related topics and follow-ups across both business units
• Organising and preparing meetings, including structured follow-up of decisions and open items
• Discreet handling of administrative client matters in close coordination with mandate leads
• Preparing and following up on contractual documentation and supporting formal processes such as notarisation, apostilles and translations
• Maintaining and structuring sensitive client and mandate-related information, including digital and physical filing systems
• Coordinating selected external service providers and contributing to a professional and representative office environment
• Supporting the continuous development of internal processes and operational standards

Key Requirements

• Discretion, integrity and professionalism
  You act with the highest level of responsibility and absolute confidentiality, and present yourself in a calm, confident and professional manner.
• Organisation and prioritisation
  You maintain a clear overview in a demanding environment with parallel topics and ensure reliable follow-up of tasks and decisions.
• Strong communication skills
  You communicate in a precise, structured and audience-appropriate manner in both German and English, written and spoken.
• Trustworthiness and loyalty
  You act as a reliable and discreet counterpart, with a forward-looking mindset and a strong sense of responsibility towards the organisation and its clients.

Qualifications and Professional Skills

• Several years of experience (at least 8–10 years) in a senior executive support or comparable role at management or partner level
• Proven experience in independently coordinating complex, mandate-related processes in a demanding and discreet environment (e.g. family office, private banking, legal or advisory)
• Experience in dealing with structural, legal or administrative matters in a mandate context is an advantage
• Ability to work independently, with a structured and solution-oriented approach, and to identify and address issues proactively
• Experience working closely with senior leadership, including the ability to anticipate priorities and prepare decision support materials
• Strong stakeholder management skills, including interaction with internal teams, external advisors, banks and family members
• High level of competence in document organisation, information management and structured communication
• High degree of care and discretion, particularly in handling sensitive client and mandate data
• Strong service orientation, resilience, loyalty and professional presence
• Commercial training or equivalent qualification; additional education in relevant areas is an advantage

• Close collaboration at the most senior executive level
• A trusted and impactful role within a small, highly professional environment
• Working as part of a well-established, highly agile team with strong collaborative culture
• Exposure to sophisticated mandates in the family office and structuring space
• A self-reliant, diverse position with a high degree of responsibility and scope for initiative
• A collegial and quality-driven working environment with efficient decision-making processes
• Modern working conditions, including flexible hours and the option to work from home
• Attractive employment terms and long-term career prospects
• Above-average pension fund benefits
• A conveniently located workplace with modern infrastructure
• Complimentary healthy snacks, as well as coffee and tea, provided in the office
• Contributions toward public transport, mobility, or parking
• Support for health and well-being activities (e.g. fitness or sports memberships)