Senior Administration Manager

Climate Works Association of Switzerland (CWAS) is a Swiss association (Verein), seated in Geneva and recognised as tax-exempt, established within the Climate Works network to channel non-US philanthropic capital into climate action. We are in our founding phase: a small, fast-moving team building the structures, partnerships and processes that will carry significant grantmaking in the years ahead. This is a rare chance to help shape a new climate philanthropy from the ground up.

We are looking for an experienced Senior Administration Manager to be the Executive Director's right hand. This is a broad, senior role in a lean team. You will combine hands‑on executive assistant support to the Executive Director with responsibility for day-to-day operations and the coordination of our grant flows. You will be a builder, comfortable creating process where none yet exists, exercising judgement and discretion, and moving between the strategic and the practical in the same day.

This is a combined role by design. In the founding phase the executive assistant element will be significant; as the organisation grows and hires, that element is expected to reduce and the operations and grants remit to expand. We are honest about this so that the role attracts someone who is energised, not frustrated, by that breadth.

• Manage the Executive Director's diary, travel, correspondence and priorities, acting as a trusted gatekeeper.
• Prepare briefings, agendas and materials for meetings, and follow up on actions.
• Handle sensitive information with complete discretion.

• Run day-to-day operations, including office and coworking arrangements, vendors, and coordination of the organisation's tools and systems.
• Develop and maintain internal processes, policies and administration as the organisation matures.
• Coordinate payroll, human-resources administration and facilities as the team grows, working with our external fiduciary.

• Coordinate grant administration with our hosted Donor-Advised Fund (DAF) provider, who carry out grantee due diligence, ensuring smooth process, records and timelines.
• Manage regranting and pass-through grant arrangements within the Climate Works network, tracking flows, documentation and reporting.
• Act as a reliable process point for funders and grantees on administrative matters.

• Support board and meeting logistics, papers, minutes and the upkeep of registers.
• Support finance administration, including invoices, expenses and budget tracking, in coordination with the fiduciary and auditor.
• Help the Executive Director stay on top of Swiss administrative, compliance and cross-border coordination requirements.

Type of contract:
Staff (Permanent and Fixed Term)

Level of experience:
Senior Professional, more than 5 years

Area of work Definition :
Environment, Disaster Risk Management DRM, Energy and Resource Efficiency

Area of work:
Economics

Type of organisation:
Foundations and Private Sector

Join date:
End of January / early February 2027

• The existing right to work in Switzerland (Swiss or European Union / European Free Trade Association national, or a valid Swiss work permit). No sponsorship or relocation is offered.
• Based in Canton Geneva, or able and willing to commute to our Geneva office within a reasonable travel time. The role offers the flexibility to work from home and from the office, with the schedule agreed upon with the Executive Director.
• Several years in a senior executive assistant, chief-of-staff or operations role supporting a principal or leader, ideally in a founding or lean…