Job Description
As the Administrative Assistant, you will be the go-to person for keeping our workplace running smoothly, creating a welcoming and functional environment, and making work feel fun and efficient for everyone. You'll own office operations, plan fantastic events, and handle key administrative tasks, partnering with different teams to nurture our company culture and ensure our team can focus on what they do best. This dynamic, hands-on role is perfect for someone who thrives on making a tangible impact on daily operations and company culture by leading the charge in managing our office and facilities, orchestrating memorable events, fostering our culture, and providing crucial team and operational support.
What you’ll be doing
- Office Management
- Managing day-to-day operations of the Zurich office, including supplies, equipment, and facilities maintenance coordination.
- Coordinating with the building manager, cleaning services, and other service providers.
- Processing incoming and outgoing mail and packages.
- Identifying and implementing improvements to office systems and processes.
- Supporting internal meetings and welcoming visitors to the office.
- Leading the upcoming office relocation project, including planning, furniture procurement, and move coordination.
- Arrange miscellaneous office improvements (e.g., items that need to be put up or set up).
- Maintain and manage office and kitchen supply inventory, ensuring stock levels are tracked and replenished.
- Event Management
- Plan and coordinate team events, regular socials, and company offsites.
- Take the lead on sourcing venues, managing logistics, and creating great team experiences.
- Team Support
- Manage company swag inventory and support distribution.
- Assist with administrative tasks, including coordination with our finance providers as required.
- Help with Finance Operations (e.g., processing supplier invoices).
- Maintain organized documentation for all admin processes.
- Answer general team questions and serve as a helpful, reliable point of contact for office-related needs.
- Coordinate global product shipments in collaboration with logistics partners; create and manage shipping documents such as air waybills, pro forma invoices, and pick lists.
What you must have
- 3+ years of experience in office management, administrative coordination, or a similar role.
- Demonstrated organizational skills with the ability to expertly handle multiple priorities simultaneously and manage time effectively.
- Natural curiosity and enthusiasm for proactively finding creative solutions and anticipating needs.
- Exceptional people skills with the ability to build rapport across cultures and connect with team members from diverse backgrounds.
- Proven experience planning and executing successful events from conception to completion.
- Fully fluent in both Germand and English, both written and verbal, for seamless communication in an international team.
Get some bonus points
- Previous experience in a scaling startup or international company.
- Familiarity with finance tasks like invoice processing.
- Proficiency in Google Workspace (formerly G Suite) and project management tools (Asana, Trello, Gira)
We believe the best work is done when collaborating and therefore require in-person presence in our office locations.