Administrative Officer

Pictet is an investment-led service company, offering wealth management, asset management and related services.

We are an independent investment partnership known for our long-term mindset, responsible approach to business and entrepreneurial spirit. These principles have defined us since 1805. For our clients, colleagues, and wider society, we always aim to do the right thing and honour our commitment to enduring quality.

With more than CHF 686 billion in assets under management or custody as of December 31st 2023, Pictet is today one of the leading Europe-based independent wealth and asset managers.

The Group is headquartered in Geneva, where its activities began, and employs more than 5000 employees. With 30 offices, it is also present in Amsterdam, Basel, Barcelona, Brussels, Dubai, Frankfurt, Hong Kong, Lausanne, London, Luxembourg, Madrid, Milan, Monaco, Montreal, Munich, Nassau, Osaka, Paris, Rome, Shanghai, Singapore, Stuttgart, Taipei, Tel-Aviv, Tokyo, Turin, Verona, Shanghai, New York and Zurich.

The Pictet Group is one of the world's leading independent wealth and asset managers. Founded in 1805 and headquartered in Geneva, Switzerland, the Group is represented at 30 offices in financial centres worldwide, and currently employs over 5200 people. Pictet has been present since 1989 in Luxembourg, where it employs over 700 people.

Operations provide secure and efficient processing of Pictet's banking transactions and investment funds. Our teams ensure all activities follow regulations and manage risks.

By developing and maintaining a modern, robust infrastructure, we guarantee reliable, high-quality services for Pictet wealth management, asset management and real estate clients.

As a member of the team, you will have numerous interactions with different departments in the Bank (including Legal, Client Register, Front Office, etc.), and also unilaterally with clients through regulatory and extraordinary communications (daily and monthly reporting, mailings, extraordinary correspondence, other post, etc.), as well as various documents produced for the Front Office. Thoroughness and an exemplary commitment to in-house and external clients are therefore essential. Additionally, you will contribute to innovation and the integration of AI in collaboration with our counterparts in Geneva to harmonize processes.

• Follow-up of digital tools under our responsibility in order to improve them in an Agile way, and training of internal teams in their use. This includes the integration of AI-driven solutions and new tools to enhance efficiency and innovation in our processes.
• Serve as a point of contact for support with digital tools for document transmission and processing.
• Support Front teams (reports on demand, archives request, etc.).
• Manage risks and prioritize tasks effectively to meet deadlines and stakeholders' requirements, ensuring continuity in current processes while embracing innovation.
• Collaborate with cross-functional teams to improve tools and processes, contributing to continuous improvement initiatives and preparing for the integration of new technologies, including AI.
• Prepare, control, and produce mass mailings (automated or manual).
• Process and digitize physical incoming mail and contractual documents through our digital tools.
• Manage digital and physical documents archiving, and monitor our archiving tools (control, processing errors, monitoring productions, etc.).
• Manage outgoing productions to clients (reports, mailing, etc.).

• Proven experience in administrative tasks management, with the ability to adapt to evolving technologies and processes.
• Experience in digital innovation or project monitoring will be considered as a strong asset, particularly in the context of integrating AI and new tools into existing workflows.
• Fluent in French, with good written and spoken English; proficiency in additional languages is an asset.
• Strong computer skills, in particular Excel, Word, and PowerPoint.
• Daily work with Atlassian stack (Jira, Wiki), with the ability to quickly adapt to new tools.
• Strong organizational and multi-tasking skills, with a focus on maintaining operational excellence and minimizing risks.
• Very good analytical skills, with the ability to identify and implement process improvements.
• Team player with strong communication and interpersonal skills, fostering collaboration in a cross-functional environment.
• An enquiring mind and eagerness to learn new technologies and skills, particularly in the field of AI and digital transformation.
• Keen sense of discretion and confidentiality, ensuring the secure handling of sensitive information.

We will not accept any CVs from agencies.

In accordance with the provisions of the Luxembourg law of 23 July 2016 amending the law of 29 March 2013, candidates may be required to provide an extract from their criminal record. This document, issued by the authorities, must not be older than three months. Such a document will be requested with the aim of carrying out a character check on candidates, bearing in mind the area of activity of our establishment and, more particularly, the tasks described in the job description.

Flexible and modern ways of working

As a responsible and supportive employer, we promote the well-being of our employees through a set of flexible working arrangements, ranging from a work-from-home policy for eligible functions to opportunities for annualised part-time leave and extended parental leave.

Pictet is an equal opportunity employer and is committed to creating a diverse environment. We respect all individuals and seek their inclusion in the workplace.