Board Secretary / Executive Assistant CEO (m/f/d) 50-70%

Digitally Secured Healthcare

We cover the ICT needs of Swiss hospitals, nursing homes, and practices so that they can fully focus on their work.

To support the Board of Directors and CEO, we are looking for immediately or by arrangement a Board Secretary / Executive Assistant CEO

You are a structured, discreet, and proactive personality and feel comfortable in an environment with high confidentiality. In this role, you are the central organizational support of the Board of Directors and ensure that meetings, resolutions, and the entire board governance are professionally prepared, documented, and followed up. Additionally, you support the CEO in selected daily tasks and ensure that priorities, appointments, and pending matters are reliably managed.

Board of Directors (Focus)

• Managing the board secretariat including annual planning, meeting scheduling, invitation management, and coordination of all board and general meetings
• Creating and maintaining the agenda in close coordination with the board chairman and executive management
• Ensuring a professional board meeting process: sending documents, tracking pending items, managing resolutions and decisions
• Taking minutes of board meetings (in German) including clean follow-up, approval process, distribution, and archiving
• Maintaining and further developing board documentation including resolution register, meeting documents, governance documents, and filing structures
• Interface to board members and external contacts (administrative-organizational)
• Ensuring appointments, deadlines, and formal requirements in the board context

Executive Management (additional support)

• Direct support of the CEO in daily business: appointment and calendar coordination, preparation and follow-up of meetings, prioritization and pending management
• Preparation and processing of reports and sophisticated correspondence in German (e.g., monthly reports, management summaries)
• Coordination of tasks from executive management meetings including tracking of pending items

Other Responsibilities

• Organizing internal and external meetings, workshops, seminars, and social events with internal and external participants
• Planning and organizing employee events and team-building activities
• Coordinating external service providers and contacts in facility management

• Commercial basic training and further education as an executive assistant or comparable, including training/continuing education in the area of board secretariat / corporate governance
• Several years of experience in the board environment, especially in organizing board meetings, minute-taking, as well as documenting and tracking resolutions
• Experienced handling of governance topics, confidentiality, and formal requirements in the board context
• Experience in directly supporting a CEO or executive management at the executive level
• Very good German skills in spoken and written form, confident and precise style
• High discretion, loyalty, and professional communication at management level
• Structured, independent working style, high reliability, strong sense of deadlines and appointments
• Organizational talent, assertiveness, and pronounced quality awareness

• A meaningful job in a collegial team
• The opportunity to effectively contribute experience and know-how
• Working in a healthy growing company
• Modern employment conditions with flexible planning of occupational pension
• Flexible working hours to balance professional and private life