Operations & Back Office Manager - Private Markets
We are seeking a highly skilled and experienced Operations & Back-Office Manager to oversee the operational and financial activities within our Swiss private markets-focused investment management firm. The ideal candidate will have advanced Excel modeling and financial reporting skills, as well as extensive experience in managing operational and back-office functions with knowledge and prior experiences ideally in VC/PE back offices, as well as in the usage of PMS systems (capital calls, fundraising, etc.) of various private markets structures (funds, SPVs, AMCs, trackers, etc.). This role demands a strategic thinker who can ensure all processes are executed efficiently, maintaining strict compliance with Swiss regulations while taking proactive initiatives to set up robust Operations and Back-Office streamlined processes.
Key Responsibilities:
Financial Operations:
* Perform periodic NAV calculations and reporting across all investments and vehicles, ensuring accuracy and compliance with accounting standards.
* Oversee and manage cash flow analyses for current and future investment vehicles, with the ability to develop complex Excel simulations for financial planning.
* Prepare and update detailed financial projections using advanced Excel models for the company.
* Collaborate with accounting teams and third-party partners to reconcile financial records, ensuring alignment with internal reports.
Investment Operations:
* Manage the operational aspects of portfolio and asset consolidation systems, including monitoring data feeds and reconciling discrepancies.
* Act as point of contact with banks, portfolio management systems (PMS), structuring partners, and investment partners.
* Handle the incorporation, operation, regulatory compliance, and closing documentation for all private market deals through the company’s SPVs.
Operational Management:
* Prepare quarterly and semi-annual reports for the board, management, and investment committees, presenting clear operational and financial insights.
* Oversee internal filing and document management systems, ensuring efficient, centralized document control across all departments.
* Implement and enforce internal regulations and directives, promoting operational efficiency and compliance across all business areas.
* Oversee all technological platforms, including regulatory (EHP), portfolio management (Masttro), finance (Bexio), and SPV systems, ensuring optimal functionality and integration.
* Identify areas for process improvements across departments, proposing and implementing technology solutions (e.g., ERP, CRM) to streamline operations and enhance performance.
* Ensure all systems are up-to-date and integrated to support both daily operations and long-term strategic initiatives.
Regulatory & Compliance:
* Support the CEO as a liaison with OSIF/FINMA and Auditors.
* Manage and enhance compliance processes, including client onboarding and document management, ensuring all regulatory requirements and deadlines are met.
* Maintain up-to-date documentation of all compliance activities and regulatory reports.
Qualifications:
* Expert-level proficiency in Microsoft Excel, particularly in financial modeling, NAV calculations and forecasting.
* Exceptional organizational skills, with the ability to proactively streamline processes from scratch on ERP software.
* Deep knowledge of investment structures (SPVs) and VC/PE fund operations used to conduct private market transactions.
* Extensive experience in back-office functions within financial institutions, preferably in venture capital, private equity, or asset management. Experience in private banks / family offices is a plus.
* Prior experiences in Private Equity deals, Private Banking and PMS knowledge are strong assets.
* Solid understanding of Swiss financial regulations and compliance requirements is a plus.
* Fluency in English and French is required; additional languages are an asset.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
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