Administrative Assistant; Part-time

We are seeking a highly organized, detail-oriented Administrative Assistant to support the Senior Management. This role is critical to ensuring smooth day-to-day operations across finance, administration, and executive coordination. You will act as a central hub for information flow, documentation, and communication, enabling senior leadership to operate efficiently and effectively.

• Prepare and route invoices and receipts for internal approval or external accounting (VAT, tax filings), ensuring accuracy and timeliness
• Maintain organized records of all financial documents (invoices, receipts, expenses) and support expense tracking and credit card reconciliations
• Liaise with governmental bodies, funding agencies, and external partners to manage administrative and compliance-related communications
• Prepare, compile, and submit required financial and regulatory documentation in a timely and accurate manner

• Screen and categorize incoming electronic and physical mail, flagging items requiring urgent attention
• Assist with drafting social media updates and email communications as needed

• Coordinate meetings, agendas, scheduling, and travel logistics for senior management
• Perform data entry and maintain lightweight CRM systems related to investors, partners, and hiring candidates
• Support planning and execution of internal and external events

• 2–5 years of experience in an administrative, executive assistant, or operations role
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills in English and French (German a strong plus)
• Comfortable handling sensitive and confidential information
• Proficiency with standard office tools (e.g., Google Workspace, Microsoft Office) and basic CRM systems (Notion)
• Experience supporting finance or accounting workflows is a plus

• Proactive and resourceful mindset
• Strong sense of ownership and reliability
• Ability to anticipate needs and solve problems independently
• Professional, polished communication style