Executive Assistant

Location:

Hybrid – work from home and from the office in Versoix (Geneva), Switzerland

Start date:

as soon as possible

Type of contract: fixed term until 31.12.2027 with possibility to renew

Remuneration: CHF 69,750 – 93,000 gross per annum, depending of experience

The Executive Assistant plays a pivotal role in enabling the CEO Leadership Team to operate effectively by providing proactive executive, administrative and operational support. The role ensures the smooth coordination of priorities, meetings, travel, communications, and organisational processes across a globally distributed team. Beyond traditional executive assistance, the Executive Assistant continuously improves administrative systems, strengthens organisational processes, and supports collaboration across departments.

Acting as a trusted partner, they anticipate needs, solve problems proactively, and create efficient workflows that enable leadership to focus on strategic priorities.

Executive Support

• Proactively manage the CEO’s calendar, appointments, meetings and competing priorities.
• Oversee governance cycles, Board calendars, governance deadlines and key decision points, ensuring Board-related activities are planned well in advance.
• Coordinate complex schedules across multiple time zones while ensuring alignment with strategic priorities.
• Prepare meeting agendas, briefing papers, presentations and supporting documentation.
• Screen, prioritise and manage incoming correspondence where appropriate.
• Track actions and commitments arising from meetings and ensure timely follow-up.
• Provide confidential administrative support while maintaining discretion at all times.

Stakeholder Coordination

• Coordinate internal and external meetings, workshops and strategic discussions.
• Organise virtual and in-person meetings, ensuring seamless logistics and participant experience.
• Support the CEO’s engagement with Board members, donors, philanthropists and other stakeholders ensuring the highest level of discretion and professionalism.
• Prepare agendas, record minutes and monitor agreed actions.
• Coordinate communications with partners, consultants, board members and external stakeholders.
• Support stakeholder engagement by ensuring timely communication and professional coordination.

Travel & Event Logistic

• Coordinate domestic and international travel arrangements, including flights, accommodation, visas and itineraries, site visits and venue inspections for Board meetings, organisational events and leadership convening.
• Organise logistics for board meetings, conferences, retreats, workshops and organisational events.
• Ensure all travel complies with organisational policies and budget requirements.
• Prepare travel documentation and support travellers before, during and after trips.
• Manage the day to day administration of the Versoix Regus office, including facility and meeting room bookings, access coordination, and liaison with the Regus management team on office related matters.

Administrative Operations

• Maintain accurate organisational records, files and documentation.
• Develop, review and improve administrative procedures and internal workflows.
• Support document management and ensure consistency across organisational systems.
• Coordinate procurement of office equipment, subscriptions and administrative resources.
• Manage contracts, supplier documentation and administrative correspondence.

Finance & Procurement Administration

• Coordinate expense claims, invoices and purchase requests.
• Support departmental budgeting and financial administration.
• Reconcile corporate credit card expenses and maintain supporting documentation.
• Liaise with the Finance & Operations Team to ensure timely processing of payments and procurement activities.

Communications Support

• Draft, edit and format reports, presentations and organisational documents.
• Prepare internal communications and leadership updates.
• Coordinate document reviews and approvals across teams.
• Ensure consistent presentation of organisational materials.

Qualifications and experience

• Minimum 5 years’ experience in executive assistance, office management or senior administrative support.
• Experience…