Executive Assistant

About the role

AVA is seeking an Executive Assistant who thrives in a fast‑moving, small company environment. The role primarily unblocks the CEO by protecting focus, keeping priorities moving, and ensuring important tasks don’t fall through the cracks. You will also support the broader leadership team and handle a wide variety of operational duties that keep an international startup running smoothly.

Key responsibilities

• Act as a force multiplier for the CEO: prioritize, prepare, follow up, and keep critical work moving.
• Support leadership with scheduling, meeting preparation, travel arrangements, correspondence, and coordination across time zones.
• Maintain communication flow between Switzerland and the US to avoid delays.
• Organize admin and operations: document management, filings, vendor follow‑ups, office readiness, and recurring routines.
• Assist with light HR, finance, and logistics coordination, including employee admin, invoice handling, shipping, and order follow‑through.
• Ensure information, files, and requests are routed correctly via email, Slack, or Notion.
• Identify and close loose ends early or escalate them cleanly.
• Continuously improve systems, handoffs, and reduce dropped tasks.

Required profile

• Strong judgment and discretion, trusted with sensitive information.
• Excellent written and verbal English communication; German is a strong advantage.
• High ownership and ability to progress without a perfect brief.
• Comfortable in a startup environment with short decision paths.
• Strong organizational skills: prioritization, follow‑up, and handling multiple open threads.
• Service mindset with proactive thinking.

Required skills

• Proficiency with modern workplace tools such as Google Workspace.
• Proficiency with Microsoft 365.
• Experience using Slack for communication.
• Experience using Notion for documentation and workflow.
• Familiarity with expense and absence management tools.