Office Manager - Zug - Capital Dynamics Ltd.

Location: Zug (Switzerland)

Contract Type: Permanent (Part-time / 50%)

Working Pattern: Monday to Friday (4 hours per day)

Work Location: Office-Based

About Capital Dynamics:

Capital Dynamics is an independent global asset management firm focusing on private assets, including Private equity (primaries, secondaries, and direct investments) and Clean Energy.

Established in 1988, the Firm has extensive knowledge and experience developing solutions tailored to meet the exacting needs of a diverse and global client base of institutional and private wealth investors. Capital Dynamics oversees more than USD 15 billion in assets under management and advisement and employs approximately 150 professionals globally across 13 offices in Europe, North America, and Asia.

Capital Dynamics is a recognized industry leader in responsible investment, receiving top marks (Five Stars) from PRI across all categories and investment strategies, as well as achieving strong results in GRESB benchmarking for its clean energy strategy.

Role Purpose:

Capital Dynamics is seeking an experienced Office Manager to join our Office Management Team supporting the Zug office.

The purpose of this role is to provide professional and proactive office management, executive support, and coordination of all activities relating to the Zug and remotely to the Munich office.

The role requires someone who is extremely customer service-focused, personable, and proactive, with a ‘can-do’ hands-on approach and excellent attention to detail.

The individual will be comfortable conversing and interacting with a range of internal and external stakeholders.

Key Tasks and Responsibilities:

• In a mature and polished way, ensure and control the smooth office operations of the Capital Dynamics Zug office; ensure the office operates and functions efficiently at all times.
• Manage meeting rooms booking for clients and Capital Dynamics staff; ensure the meetings are reconfirmed a day in advance to maximize meeting room space, avoid no-shows, and last-minute cancellations.
• Provide a professional meet and greet for clients and act as a professional first point of contact.
• Assume the role of principal point of contact with 3rd party suppliers and service providers (e.g., office cleaning company and office maintenance).
• Assist in the planning and organization of key events such as the End of Year Dinner, Summer social event, and Annual Investor Meetings.
• Manage calendars for senior management as requested, updating details in relevant time zones.
• Take responsibility for managing the incoming mail, translating (where necessary via company software), and distributing to relevant departments/company contacts.
• Provide administrative support in processing expenses and compiling ad hoc reports.
• Order office supplies such as stationery, as well as drinks and snacks for the kitchen.
• Maintain records of fire risk assessments, training, and servicing. Assume the role of fire marshal (periodic fire drills). As well as assisting with updating and training in regard to the company’s global BCP (Business Continuity Plan) and emergency communication system.
• Assist the Vice President, Office & Facilities Management, in office relocations and projects; assist all other Office management, Real Estate, and ad hoc requests.
• Work within the allocated budget and maintain records of expenditure.

Skills and Qualifications:

• Proven track record working in a customer-facing role, ideally as an Office Manager within Financial Services, Corporate or Professional services.
• Proven track record of customer service experience.
• Demonstrable experience of supporting a team.
• Experience in processing expenses and arranging travel.
• Diary management experience.
• Highly motivated, organized, and proactive.
• Good IT skills, including MS Office (Outlook, Word, Excel, and PowerPoint), Concur, Zoom / Teams, and DocuSign.

Language:

• Must be fluent in German and English and display superior writing skills in both languages (essential requirement).
• Additional language skills, preferably Italian, French, and Spanish, are highly desirable, though not essential.

Diversity & Inclusion:

Capital Dynamics is an Equal Opportunity Employer and is committed to creating a globally diverse workforce. We are a global company with 23 nationalities represented across our staff in 13 offices, spanning North America, Europe, the Middle East, and Asia. We believe diversity and inclusion (“D&I”) is key to being better at what we do, and our initiatives are designed to attract, develop, and advance talented individuals, regardless of race, sexual orientation, religion, age, gender, disability status, or any other dimension of diversity. We welcome and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply to join Capital Dynamics.

Please inform our recruitment team if you have a disability, condition, or difference that may require us to make any adjustments as part of your application process or during employment.