Administrative Officer - Information Delivery - FTC 24 months Expirée

Your team

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.

Technology & Operations design and integrate software applications ranging from portfolio management systems, trading platforms to banking and corporate solutions. The division is responsible for some of the Group’s key innovations while sustaining business operations and developing custodian and funds administration services.

The Information Delivery LUX team is responsible for managing mailroom, for digitalization center, archiving and document management, coordinator of mass mailing to clients and support for Front teams as Business Owner of archiving and digital tools.

Your role

As 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.

Responsibilities:

• 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.).
• Serve as a point of contact for support with digital tools for document transmission and processing.
• Manage outgoing productions to clients (reports, mailing, etc.)
• Support Front teams (reports on demand, archives request, etc.).
• Manage risks and prioritize tasks effectively to meet deadlines and stakeholders requirements.
• Collaborate with cross-functional teams to improve tools and processes, contributing to continuous improvement initiatives.
   

Your profile

• Solid experience in administrative task management, archiving and project monitoring.
• Training and/or certification in the field of archiving or similar, or project and change management will be considered an asset.
• Proficient in common office tools such as Word, Excel, PowerPoint, etc.
• Good knowledge of the JIRA tool, a plus.
• Strong organizational and multi-tasking skills.
• Respect of deadlines.
• Team player with excellent interpersonal skills, capable of collaborating effectively with colleagues.
• Curiosity for IT tools and a proactive approach to proposing improvements
• Keen sense of discretion and confidentiality.
• Fluent French, good written and spoken English; proficiency in additional languages is an asset.

Note

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. 
 

Diversity & Inclusion

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.