Executive Assistant and Office Manager

Amazentis

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  • Publication date:

    28 March 2024
  • Workload:

    100%
  • Contract type:

    Unlimited employment
  • Place of work:

    1015 Lausanne

Executive Assistant and Office Manager

About the Company:

We are Timeline, one of the fastest-growing startups in health and longevity. We are pioneering a new category of nutritional supplements and skin health products aimed at promoting longevity with cutting-edge biotech-grade clinical science. Our Swiss based HQ is located in Lausanne, in the world renowned EPFL University Innovation Park.

We are now searching for an outstanding EA and Office Manager to join the team. This role is a full-time position and is 100% onsite in office.

About the role:

There are two main parts to the role: providing executive-level office and administrative support to the Co-Founder and President, and managing office operations to ensure the Swiss Team's working space and environment are kept at their best at all times.

You enjoy supporting executive teams and being a key part of a wider team. You are happy to jump into different tasks (we all wear different hats to get the job done) and contribute to the organization's culture.

You love working in a highly interactive position that requires flexibility between different tasks and projects, excellent customer service skills, a kind and friendly approach, initiative, problem-solving, and follow-through.

Main Responsibilities:

Your typical day includes coordinating schedules and meetings, managing executive correspondence and communication, arranging travel, overseeing projects and daily tasks, supporting presentations, organizing events, and addressing office management issues and queries as they arise, detailed below.

  • Provide executive-level administrative support, including scheduling appointments, meetings, preparing documents, maintaining records, creating reports, and utilizing PowerPoint, Word, and Excel.
  • Maintain calendars, schedule meetings and appointments, make travel arrangements, and serve as the primary administrative and scheduling contact for the President.
  • Plan and approach projects, meetings, and requests in a forward-thinking manner, ensuring proper management and coordination, and working with internal partners to create briefings and presentations.
  • Manage meeting preparations, including information packages, agenda creation, room setup, minutes distribution, and accurate documentation.
  • Handle sensitive and confidential written, electronic, and oral communications discreetly.
  • Compose high-level correspondence independently and professionally.
  • Perform office management functions such as mail distribution, vendor coordination, supply ordering, and logistical coordination with departments.
  • Plan, organize, and coordinate departmental leader meetings or special events, including room reservations, invitations, food and beverage procurement, and equipment setup.
  • Maintain files, manuals, records, and update commonly used documents.
  • Handle telephone calls professionally, determine urgency, and initiate appropriate actions or referrals.
  • Act as a liaison with internal and external stakeholders.

Key Requirements:

  • Exceptional attention to detail and ability to handle multiple tasks/projects under pressure.
  • Discretion, autonomy, adaptability, service orientation, and excellent organizational skills to manage multiple agendas and projects.
  • Hands-on, solution-driven mindset with a structured approach and ability to adapt to various situations.
  • Strong written and verbal communication skills in a highly professional manner.
  • Flexibility, excellent interpersonal skills, project coordination, and the ability to work well with all levels of management, staff, clients, and vendors.
  • Problem-solving, decision-making, and task prioritization abilities.
  • Desire to learn and implement knowledge across tasks and workflows.
  • Proficiency in Microsoft programs (Word, Excel, PowerPoint, Outlook) and technology usage.

Experience Needed:

  • Secretarial, commercial diploma, or university degree (HEC or equivalent) is welcome.
  • Minimum of 3 years of experience in a similar position, preferably in an international fast-paced environment, startup experience is a major plus.
  • Excellent written and spoken communication skills in English and French are a must have; proficiency in German and Italian is a bonus.
  • Hospitality or event management experience is advantageous but not essential.
  • Swiss nationality or Swiss working permit (B, C, or G)

 

 

EPFL Innovation Park 1024 Ecublens VD

Contact

  • Amazentis

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