Executive Assistant

Helvepic Sàrl seeks a part-time Executive Assistant to provide direct operational support to the CEO in Vevey, covering finance, HR, and administration.

This position serves as a dedicated right-hand to the CEO, managing the operational backbone of the company. It is designed as a complementary, part-time engagement (approximately 20% capacity) for an independent professional or someone with another primary job. The role reports directly to the CEO within a small, collaborative team.

Responsibilities

• Oversee the company’s bookkeeping, ensuring all financial records are accurate, up-to-date, and properly documented.
• Coordinate with external fiduciaries to manage tax filings, withholding tax, and social-security contributions, ensuring all legal deadlines are met.
• Manage Swiss HR administrative tasks, including employee records, social-insurance formalities, and contract processing.
• Act as the central administrative relay for leadership, tracking ongoing matters, following up on validations, and keeping communication threads organized.
• Handle legal follow-up by liaising with legal-protection insurance on open cases and coordinating with specialist counsel on legal templates.
• Maintain robust follow-up systems to ensure no tasks are overlooked and leadership has a clear view of pending items.
• Provide the CEO with regular updates on financial, HR, administrative, and legal matters to support informed decision-making.

Requirements

• Solid understanding of Swiss accounting and bookkeeping standards.
• Strong knowledge of Swiss HR and payroll administration, including withholding tax and social-security contributions.
• Excellent organizational and structuring abilities, with a rigorous and detail-oriented approach.
• Proven ability to maintain traceability and follow-up across multiple parallel topics in finance, HR, administration, and legal areas.
• Capacity to work closely with external fiduciaries and other specialists.
• Disciplined approach to mail and case management, with the reliability to chase validations and keep processes moving.
• Native-level proficiency in French (spoken and written).
• Working English skills (B2 level), sufficient for written communication within an international team.

Nice to have

• German language skills, which are beneficial for interactions with federal administration and partners.
• Prior experience working with or within a fiduciary or accounting firm.
• Basic knowledge of Swiss contract and employment law, or comfort in coordinating with legal counsel.
• Experience in project-based accounting or analytical/cost accounting.
• Familiarity with tools such as Banana, ClickUp, or Microsoft 365.
• Residence in Switzerland or a strong understanding of the Swiss administrative and fiscal ecosystem.

What the company offers

• Opportunity to help shape the future of Epic Music and contribute to the next generation of concert experiences.
• Work on ambitious productions that have a visible impact on real audiences.
• Join a passionate, close-knit team driven by music, pop culture, and live events.
• Grow across music, culture, and business at the intersection of artistic creation and live entertainment.
• Contribute to emotionally resonant experiences that move audiences.
• Take ownership and make an impact in an agile environment that values initiative, autonomy, and responsibility.

About the company

Helvepic Sàrl fosters a culture where employees feel part of a collective adventure with real emotional weight. The team values rigor and reliability, believing these qualities allow ambitious, emotionally powerful productions to stand on solid ground. Everyone contributes with genuine investment to productions that move people.

• Employees feel part of a collective adventure with meaningful impact.
• The team values rigor and reliability to support ambitious productions.
• Everyone contributes with genuine investment to emotionally resonant work.