Office Manager - Associate

About the Role
iCapital is seeking a proactive and service-oriented Office Manager to join our Zurich office. This role is part of the global Facilities team, which plays a vital role in cultivating a welcoming, efficient, and inspiring workplace for our employees. The ideal candidate will be passionate about hospitality, thrive in a fast-paced environment, and possess excellent communication and organizational skills.

Reporting to the Regional Facilities Manager for Europe (based in New York), the Office Manager will oversee daily office operations, support employee experience initiatives, and serve as the on-site lead for our upcoming office relocation.

Key Responsibilities

Office Operations & Maintenance

• Ensure the office is consistently clean, safe, and fully operational.

• Maintain and replenish office supplies, groceries, snacks, and beverages.

• Coordinate regular meal services (currently two breakfasts and two lunches per week).

• Oversee office budget related to supplies, food, and events.

• Liaise with various vendors (e.g., coffee/food, cleaning, plant, etc.)

• Manage service requests through our workplace ticketing system, OfficeSpace.

• Coordinate regular meal services (currently two breakfasts and two lunches per week).

• Maintain and troubleshoot office equipment (e.g., printers, copiers).

• Liaise with building management and external vendors (e.g., deliveries, certificates of insurance).

• Support seating arrangements, room usage, and floor plans via OfficeSpace.

• Handle incoming and outgoing mail and deliveries.

Employee Experience & Hospitality

• Ensure a professional and welcoming environment for employees, guests, and new hires.

• Coordinate onboarding and offboarding logistics in partnership with the Talent Acquisition team (e.g., building access, desk setup).

• Plan and execute internal events and celebrations.

• Assist with ad hoc projects and initiatives to enhance the workplace experience.

Current Project: Office Relocation

• Act as the on-site facilities lead for the Zurich office relocation, scheduled for December 2025.

• Support all aspects of the move, including vendor coordination, space planning, setup, and post-move stabilization.

• Collaborate with internal stakeholders and external partners to ensure a smooth transition to the new space.

Qualifications

• Able to work on-site, Monday–Friday, 8:30 AM – 5:30 PM (with flexibility based on office needs).

• Professional appearance and demeanor.

• Language requirements: English, Swiss German, and High German

• Friendly, approachable, and service-driven attitude.

• Exhibits tact, diplomacy, and discretion in all communications, fostering trust and mutual respect.

• Experience managing and tracking office budgets, including vendor invoicing, expense reconciliation, and reporting. Comfortable working with finance teams to ensure accurate and timely budget oversight.

• Ability to remain calm and composed under pressure.

• Strong time management and prioritization skills.

• Excellent interpersonal and communication skills across all levels of the organization.

• Enthusiastic and passionate about creating a positive workplace experience.

• Proactive problem-solver with a focus on continuous improvement.

• Highly organized, detail-oriented, and able to manage multiple tasks simultaneously.

• Quick learner with high integrity and confidence.

• Proficient in Microsoft Office Suite and comfortable adopting new workplace technologies.

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/