Executive Assistant (30-50%)

About the job

Occupational Therapy for Children and Adolescents · Zurich-Oerlikon

This position is waiting for you if you like to keep the threads together

• Start with 30%, spread over 5 mornings — daily 09:30 to 12:00, fixed times. With personnel management experience, up to 50% possible in the future.
• Workplace: our practice at Oerlikon station
• Immediate start or by arrangement

We are an occupational therapy practice for children and adolescents in Zurich. Around ten therapists accompany children and their families — so they can progress in everyday life, at school and in their leisure time.

This position is not a classic secretarial role. We are looking for a person with head and heart: someone who grasps complex contexts at a glance, keeps an overview in stressful moments and conducts even uncomfortable conversations clearly and appreciatively — and who supports the management by freeing their back and assisting with daily tasks. The threads come together with you: between children, families, therapists and management.

These tasks you will find with us

Prescription management. You manage ongoing medical prescriptions with high accuracy, keep track of durations and extensions and promptly follow up on what is missing.

Scheduling. You plan initial appointments, handle short-notice cancellations and rescheduling, and coordinate occupancy with the therapists. You have an overview of all schedules, even if the day turns out differently than planned.

Coordinating appointments. You also plan appointments and meetings for management and prepare and follow them up administratively.

First point of contact by phone and email — for parents, paediatricians, schools and health insurers. Friendly and courteous, but also able to communicate clearly and set the right priorities.

Organising, prioritising and keeping the waiting list and admissions up to date — including conversations with families when no place is (yet) available.

Maintaining data accurately. You carefully maintain client and case data with high precision.

Practice administration — mail, orders, filing, purchases and other general secretarial tasks.

With proven experience in personnel management, we additionally offer 20% as HR assistant to management. You additionally support us with administrative HR topics (e.g. onboarding coordination, personnel files, employee interviews) and prepare evaluations and overviews. You think along, contribute ideas and translate complex matters into pragmatic, sustainable solutions. You shape and design the practice culture and actively contribute to a strong team spirit.

What you bring with you

• Experience as a personal assistant or in a comparable role close to management
• Experience in HR and personnel management, ideally with an administrative focus
• Very good Excel skills
• Meticulous accuracy — details do not escape you
• Networked and independent thinking: you quickly grasp complex contexts, position smart solutions effectively and combine ideas into a clear whole
• Quick comprehension and very good communication skills — both oral and written
• The ability to conduct difficult conversations and position yourself clearly — friendly but firm
• A positive, appreciative manner in dealing with children, parents and the team
• Genuine joy in working with children
• Flexibility for unforeseeable tasks — no day is like the other

What we offer you

Become part of an innovative occupational therapy practice where the well-being and self-efficacy of the child, adolescent, family and staff are at the centre. We create spaces where people grow together, overcome boundaries, fully unfold their potential and thus thrive.

• Exciting, varied tasks in a dynamic environment
• Motivated team with a collegial working atmosphere
• Internal and external training opportunities
• Rest time: up to 27 days of holiday
• Flexibility and independence in working
• Opportunity for innovation and further development
• Flat hierarchies and a say in decisions
• A family-like team and exceptional events
• Modern practice with a central location

Interested?

We look forward to your application — prodimus @hin.ch