Job Description

Executive Assistant 
A Switzerland-based pediatric rehabilitation center is seeking an Executive Assistant to support the founder with day-to-day operations.

Part-time: 20 hours per week (with potential to grow to full-time)
Remote: Fully remote, CET working hours
Engagement Type: Independent Contractor
Monthly Rate: $600-800 (based on a 20-hour workweek; flexible depending on experience) 

What You'll Be Doing:

• Manage and organize email inboxes and incoming communications across multiple channels
• Support the preparation and organization of receipts and financial documents for bookkeeping
• Prepare travel expense reports and documentation using Expensify
• Assist with invoice matching and basic financial administration tasks
• Prepare client proposals and supporting documentation
• Create and maintain templates (e.g., sponsorship, proposals, Google Docs templates)
• Support coordination of occasional events and sponsorship-related activities
• Assist with outreach and communication with professional contacts (e.g., physicians)
• Conduct research and provide support for general operational tasks as needed
• Assist in drafting written content, including blog posts and website copy
• Support the creation of marketing materials such as brochures, presentations, and branded documents
• Document internal processes and help maintain organized, accessible knowledge resources
• Proactively follow up on tasks, deadlines, and commitments, and provide reminders to leadership when needed

Who You Are:

• With 3–6+ years of experience supporting executives, founders, or leadership teams
• Excellent written and spoken English
• Strong organizational skills with a structured, detail-oriented approach
• High digital proficiency, including cloud-based tools and Google Workspace (Gmail, Docs, Drive, etc.)
• Ability to work independently, manage multiple priorities, and stay proactive
• Strong ownership mindset with the ability to anticipate needs and follow through reliably

Nice to Have:

• German language skills
• Experience with tools such as Expensify, Superchat, or Zanda
• Experience in marketing, copywriting, or client communication support

Recruitment Process:

• Initial Interview 
• Client Interview
• Offer and Onboarding