Executive Assistant to the CEO & Office Manager

Job Description

This job description provides a general overview of the responsibilities and expectations for this role. It is not intended to be an exhaustive list of all duties, skills, or requirements. Additional responsibilities may be assigned as needed to meet business objectives.

Department

Office of the CEO

Job Title

Executive Assistant to the CEO & Office Manager

Position Type

Full-Time

Direct Supervisor

CEO

Supervisory Responsibilities

No

Job Summary

This role combines dedicated executive support to the CEO with full ownership of setting up and managing the newly established Swiss office. The incumbent will provide comprehensive daily administrative support to the CEO while leading full-cycle planning and setup of the brand-new Swiss office. The role coordinates global headquarters to support business development and sustain stable daily operations. Further, this position will undertake, on an ongoing basis, the routine corporate administrative work, manages corporate record maintenance, and acts as the primary liaison with Swiss local authorities, notaries, banks and corporate service providers to operational support of the Swiss entity. 

Essential Responsibilities and Duties

1. Full-Spectrum CEO Executive Support

• Provide one-stop personal and administrative support to the CEO: schedule calendar management, cross-regional meeting coordination (cross globally), travel arrangement including flight, hotel, local ground transport, visa and meeting agenda preparation for business trips globally.
• Draft, sort and translate daily internal/external correspondence, meeting minutes, business memos and presentation supporting materials; organize internal & client-facing meetings, prepare meeting agendas, supporting documents and follow up on action items post-meeting.
• Serve as the primary communication liaison between the CEO, key stakeholders, external consultants and internal global headquarters; screen incoming calls, emails and visitors, filter and escalate key matters timely to the CEO.
• Handle confidential information, legal documents and CEO personal administrative matters with strict confidentiality; manage expense reimbursement, corporate credit card reconciliation and executive expense reporting for the CEO

2. Swiss New Office Establishment & End-to-End Logistics Leadership

• Lead full-cycle planning, setup and implementation of the brand-new Swiss office built for business development, including site selection coordination, office space fit-out planning, procurement of office facilities, equipment, supplies and local office service vendor onboarding.
• Manage all local Swiss administrative, municipal and facility requirements for the new entity’s office, liaise with local property management, utility providers, cleaning, security and other third-party service vendors to build stable long-term office operation systems.
• Develop standardized office SOPs, inventory management, asset tracking and expense control frameworks tailored to the Swiss entity’s early-stage operational needs; optimize office logistics workflows to suppor team expansion in the future.
• Track office setup budget, consolidate all office-related costs, submit regular expense reports and budget forecasts to the CEO, ensure all local procurement and spending comply with Swiss financial & company internal policies.

3.Daily Swiss Office Administration, Operational Support & Corporate Records

• Oversee day-to-day office operations: asset management, stationery, meeting room booking, visitor reception, mail & courier handling, local utility bill reconciliation and payment follow-up.
• Coordinate local staff onboarding logistics: workspace arrangement, IT equipment provision, local daily welfare and office environment maintenance to deliver smooth employee office experience.
• Manage document archiving, company stamp custody and corporate records for the Swiss entity; maintain statutory filings, annual updates, registered address.
• Liaise with Swiss authorities, notaries and banks and provide operational and legal entity maintenance support.

4. Ad-hoc Projects & Coordination

• Participate in company cross-regional events, local industry seminars and business reception hosted by the Swiss office.
• Complete other temporary administrative, coordination and special project tasks delegated by the CEO.
• Other duties as assigned

Qualifications and Skills

Education and Experience:

• Bachelor’s degree or above in Business Administration, Office Management, International Business, Law or related disciplines.
• 2–4 years relevant office administration, legal assistant, executive assistant or regional office setup experience; prior experience supporting C-level executives highly preferred.
• Hands-on experience liaising with Swiss commercial registry, notaries, local banks and corporate service providers for entity administration and operation support.
• Prior experience participating in new overseas entity/office establishment projects (EU/Switzerland market experience a strong plus); familiarity with Swiss local office operation, vendor management and Swiss corporate statutory rules is preferred.
• A bonus if the candidate has relevant experience as a Legal Assistant, handling drafting and processing routine commercial agreements and coordinating the full signing process of corporate legal documents; basic understanding of Swiss corporate laws

Required Skills and Abilities:

• Fluent verbal and written English; proficient German/French (Swiss official languages) is a mandatory advantage for local daily communication with vendors, notaries and authorities.
• Advanced Microsoft Office suite (Word, Excel, PowerPoint, Outlook); skilled at meeting minute writing, legal document formatting, contract tracking and budget spreadsheet management.
• Exceptional organizational, multi-tasking and time management skills; able to independently lead end-to-end office setup and corporate statutory administration projects with minimal supervision.
• Strong cross-party communication, negotiation and stakeholder coordination skills; detail-oriented, highly discreet when handling confidential corporate legal and IP documents.
• Comfortable working in an early-stage startup Swiss entity, able to adapt to flexible work priorities, handle multiple concurrent tasks under tight deadlines, and possess strong problem-solving capabilities.
• Familiar with global travel, local business etiquette and cross-cultural communication norms.
• A bonus if the candidate has knowledge regarding Swiss corporate laws, is familiar with corporate statutory filing processes and Swiss entity record retention requirements, and experience in dealing with commercial agreement management,

Other:

• Authorized to work in Switzerland