Executive Assistant

About the job

We would like to fill this position without the help of recruitment agencies.

Executive Assistant

You support a small, ambitious team. And a team of AI agents helps you with that.

Part-time 50%, immediate or by arrangement.

Zurich, SwitzerlandJobs

About the role

Your tasks

• •Point of contact for the team: Anyone with a question comes to you first — whether it’s about expense reports, the next team event, or maternity leave. You take on concerns, find answers, or forward them. Externally, you are the first voice for applicants, suppliers, and partners.
• •Finance & Accounting: Record and post supplier invoices, post credit card statements, reconcile bank transactions, prepare month-end closing. You work with Bexio and coordinate with our external trustee for payroll, annual audit, labour law, or tax matters.
• •HR & Personnel Administration: Manage entries and exits, coordinate recruiting, maintain absences and holiday balances, prepare employee discussions. You manage our insurances (BVG, UVG/KTG) and are the contact person for everything related to social benefits.
• •Office & Organisation: Answer emails, organise office supplies and catering, plan events — from the monthly hands-on workshop to the annual snow weekend. You ensure that our office is a place where people enjoy working.
• •Reporting & KPIs: Prepare monthly financial and HR key figures. Management relies on your numbers.
• •IT & Licences: Manage tool licences, set up workstations, coordinate hardware procurement.
• •Projects & Sales Support: Coordinate meetings, maintain templates, create quarterly support invoices.

How AI changes your work

What the work looks like

• •Month-end closing is approaching. An agent has pre-entered supplier invoices in Bexio — for three, the cost centre is incorrect, and one is missing VAT. You find the three, not the agent.
• •A colleague reports maternity leave. You clarify payroll continuation with the trustee, notify the BVG collective foundation, adjust the holiday balance, and inform project management when they need to plan — in this order, without anyone asking.
• •The snow weekend is in five weeks. Fourteen people, three dietary preferences, one accommodation that has not yet confirmed. You decide when to follow up and when to rebook.
• •Management needs the monthly figures by Friday. One key figure looks unusual. You don’t just deliver it without comment but first investigate the deviation.

What you bring

• •Commercial training and three years in a comparable role.
• •Delegated a recurring task to an AI tool. In the interview, we ask what went wrong and how you noticed it. "I tried ChatGPT" does not count.
• •Co-responsible for month-end closing or payroll accounting. Which software is secondary — you must notice when a figure cannot be correct.
• •Fluent German, without proofreading. Applicant, insurance, and supplier in three tones. English for suppliers and contracts.
• •Independent throughout the week. At 50 percent, no one manages your task list.

Additional helpful skills — not a requirement

• •Experience with Bexio or comparable accounting software
• •You have organised events for ten to twenty people
• •Experience with Swiss social insurances (BVG, UVG/KTG) and collaboration with a trustee office
• •You have commissioned an agent or set up an automation yourself — and then adjusted it because it didn’t do what you wanted

This position is not for you if

• •You want to work through assigned tasks. Here you decide what is important this week
• •You want to focus on one area. Accounting, HR, events, and IT licences are all your responsibility
• •You avoid AI tools. Commissioning and checking agents is part of the job
• •You are looking for a role without external contact. Externally, you are the first voice of the company

Compensation

• •Base salary of CHF 40,000 – 46,000 per year for a 50% workload
• •Company-wide bonus, bonus portion through peer review

Workplace and presence

Our offer

What sets us apart

Apply now!

Jan — In a committed team with experienced engineers and very good working conditions, we offer you diverse development opportunities in the heart of Zurich. Send us your application with salary expectations and possible start date — Jan is happy to answer any questions in advance.