Business Manager - Executive Assistant
A bit about the role
Join our Technology R&D Lab as Business Manager and keep the operational engine running smoothly behind a fast-moving team of engineers and product specialists. You will handle the administrative, financial, and organizational tasks that keep senior team members focused on delivery, ensuring our lab operates efficiently and professionally.
This is a hands-on coordination role with broad exposure to a technology R&D environment. You will work across finance, travel, procurement, and team organization, and have the opportunity to take on additional responsibilities in project controlling and communications depending on your background and availability.
Your key tasks
- Manage time booking for senior team members, including review and validation of team-wide time entries
- Coordinate travel arrangements for senior team members
- Handle expense entry and submission on behalf of senior team members
- Enter and manage purchase orders, including IRA/PO processing and support in Medius
- Review incoming invoices and coordinate approval workflows
- Organize team events and offsites, from venue sourcing through logistics and on-the-day coordination
- Provide general administrative support including opening and tracking internal tickets for access requests and similar tasks
- Optionally: project controlling of time bookings against budgets and plans
- Optionally: slide formatting and presentation support for team communications
A bit about you
- Proven experience in an administrative, office management, or business coordination role, ideally within a technology or financial services environment
- Comfortable working with finance and procurement systems (experience with Medius or similar tools a plus)
- Highly organized with strong attention to detail and ability to manage multiple tasks and priorities simultaneously
- Proactive and self-directed, able to identify what needs doing and act without being prompted
- Discreet and professional when handling sensitive information on behalf of senior team members
- Strong communication skills in English; German a plus given our Zurich base
- Proficiency in standard productivity tools (MS Office, collaboration platforms)
- Interest in working within a fast-paced R&D environment alongside technical teams
Additional information
We realize that managing work life balance is a challenge we all face in our daily lives and in order to support with this we are pleased to offer hybrid and flexible working for most of our Avaloqers to maintain work life balance and still continue our fantastic Avaloq culture in our global offices.
In Avaloq we are proud to embrace diversity and understand the success of our business is built on the power of different opinions, we are whole heartedly committed to fostering an equal opportunity environment and inclusive culture where you can be your true authentic self.
We hire, compensate and promote regardless of origin, age, gender identity, sexual orientation or any other fantastic traits that make us all unique, we have done our best to write this advert in an inclusive and neutral way.
Please be aware that we will not accept speculative CV submissions for any of our roles from recruitment agencies, and any unsolicited candidate submissions will be exempt from any payment expectations.
#LI-Hybrid
Benefits
- Annual bonus or sales reward
At Avaloq we work hard to remain an industry leading provider and we love to reward our colleagues with a share of that success with an annual bonus, you will even remain eligible for annual bonus while you do the hardest job of your life – taking care of your children during parental leave.
- Flexible working
We understand that fitting your life around your job can be challenging which is why in most roles we offer flexible working to allow you to thrive both in and out of work.
- Kudos instant recognition scheme
We love to see people thriving in their roles and we have an instant recognition scheme at Avaloq to help managers reward the great work our colleagues deliver with a gift to say thanks.
- Access to Udemy for professional and personal learning
We think it is important to learn and grow professionally, but if you are someone who likes to learn outside of work we give you access to online learning for both professional and personal learning, with over 210,000 courses to choose from.
About us
Founded and headquartered in Switzerland, Avaloq is continuously expanding its global footprint with around 2,500 colleagues in 12 countries, and more than 170 clients in 35 countries. We are an industry-leading provider of wealth management technology and services for financial institutions around the world, including private banks and wealth managers, investment managers, as well as retail and neo banks. Our research led approach and continual innovation is powered by the passion and creativity of our colleagues.
We are always looking for talented people to join us on our mission to orchestrate the financial ecosystem and democratize access to wealth management. Avaloq offers the opportunity to work closely with some of the world’s leading financial institutions as we jointly develop and shape careers. Championing a collaborative, supportive and flexible work environment empowers our colleagues to reach their full potential.