Location: Hybrid –  work from home and from the office in Versoix (Geneva), Switzerland 

Start date: as soon as possible

Type of contract: fixed term until 31.12.2027 with possibility to renew 

Remuneration: CHF 69,750 – 93,000 gross per annum, depending of experience

Main function

The Executive Assistant plays a pivotal role in enabling the CEO Leadership Team to operate effectively by providing proactive executive, administrative and operational support. The role ensures the smooth coordination of priorities, meetings, travel, communications, and organisational processes across a globally distributed team. Beyond traditional executive assistance, the Executive Assistant continuously improves administrative systems, strengthens organisational processes, and supports collaboration across departments. Acting as a trusted partner, they anticipate needs, solve problems proactively, and create efficient workflows that enable leadership to focus on strategic priorities.

Major duties and responsibilities:

Executive Support

• Proactively manage the CEO’s calendar, appointments, meetings and competing priorities.
• Oversee governance cycles, Board calendars, governance deadlines and key decision points, ensuring Board-related activities are planned well in advance.
• Coordinate complex schedules across multiple time zones while ensuring alignment with strategic priorities.
• Prepare meeting agendas, briefing papers, presentations and supporting documentation.
• Screen, prioritise and manage incoming correspondence where appropriate.
• Track actions and commitments arising from meetings and ensure timely follow-up.
• Provide confidential administrative support while maintaining discretion at all times.

 Stakeholder Coordination

• Coordinate internal and external meetings, workshops and strategic discussions.
• Organise virtual and in-person meetings, ensuring seamless logistics and participant experience.
• Support the CEO’s engagement with Board members, donors, philanthropists and other stakeholders ensuring the highest level of discretion and professionalism. 
• Prepare agendas, record minutes and monitor agreed actions.
• Coordinate communications with partners, consultants, board members and external stakeholders.
• Support stakeholder engagement by ensuring timely communication and professional coordination.

Travel & Event Logistic 

• Coordinate domestic and international travel arrangements, including flights, accommodation, visas and itineraries, site visits and venue inspections for Board meetings, organisational events and leadership convening.   
• Organise logistics for board meetings, conferences, retreats, workshops and organisational events.
• Ensure all travel complies with organisational policies and budget requirements.
• Prepare travel documentation and support travellers before, during and after trips.
• Manage the day to day administration of the Versoix Regus office, including facility and meeting room bookings, access coordination, and liaison with the Regus management team on office related matters.

Administrative Operations

• Maintain accurate organisational records, files and documentation.
• Develop, review and improve administrative procedures and internal workflows.
• Support document management and ensure consistency across organisational systems.
• Coordinate procurement of office equipment, subscriptions and administrative resources.
• Manage contracts, supplier documentation and administrative correspondence.

Finance & Procurement Administration

• Coordinate expense claims, invoices and purchase requests.
• Support departmental budgeting and financial administration.
• Reconcile corporate credit card expenses and maintain supporting documentation.
• Liaise with the Finance & Operations Team to ensure timely processing of payments and procurement activities.

Communications Support

• Draft, edit and format reports, presentations and organisational documents.
• Prepare internal communications and leadership updates.
• Coordinate document reviews and approvals across teams.
• Ensure consistent presentation of organisational materials.

Profile

Qualifications and experience

• Minimum 5 years’ experience in executive assistance, office management or senior administrative support.
• Experience supporting senior executives within international organisations.
• Demonstrated experience coordinating complex calendars, meetings and travel across multiple time zones.
• Experience organising both virtual and in-person events.
• Experience working within distributed, multicultural teams.
• Experience supporting recruitment and onboarding processes is desirable.
• Experience working within NGOs, foundations or mission-driven organisations is an advantage.

Knowledge and skills

• Outstanding organisational and prioritisation skills.
• Strong attention to detail and commitment to quality.
• Professional working proficiency in written and spoken English and French.
• Highly proactive, able to anticipate needs, introduce structure and confidently recommend practical solutions. 
• Excellent interpersonal and stakeholder management skills.
• Exceptional discretion and judgement when handling highly confidential information and senior stakeholder relationships.  
• Strong digital literacy and ability to quickly learn new systems.
• Advanced knowledge of Google Workspace and virtual collaboration platforms.
• Experience using collaboration and visual planning tools (e.g. Miro or similar) is desirable.
• Experience using AI-enabled administrative or workflow automation tools is desirable.
• Ability to manage multiple priorities while maintaining accuracy under pressure.
• Continuous improvement mindset with the ability to streamline processes and increase efficiency.
• Self-motivated, adaptable and comfortable working independently within a distributed team.

Working relationships

The Executive Assistant reports directly to the CEO and works closely with the Senior  Leadership Team. 

• The role collaborates regularly with:
• Innovation Portfolio Team
• Finance & Operations Team
• Engagement & Development Team
• People & Culture
• Board members
• External partners, consultants and service providers

Unearthodox values

Unearthodox’s culture, underpinned by first reflecting on our own role in change, thrives on the boldness of its people, the inclusivity of its approach, and a shared journey of continuous learning and humble reflection. 

The Values That Drive Us Forward are:  

Curiosity – we keep a beginner’s mind, willing to learn and continuously challenge our assumptions. 

Appreciation– we foster a culture of appreciation where people feel valued for their efforts and hard work, recognizing and celebrating people, intent, efforts, contributions, and learning from failures.

Commitment – we keep true to who we are, we challenge the status quo to shift perspectives, and create safe spaces for diverse voices to emerge, while we remain accessible and avoid unnecessary complexity.

Collaboration – we operate as a diverse global team that places extra care on individual ideas. We actively listen to all voices and nurture individuality as a powerful force for collaboration. 

Authenticity– staying true to ourselves is one of our main priorities.

Humour – each of us welcomes and injects humour into our daily work. 

Care – individually and collectively, we actively care for the people we work with and the ecosystems we operate in

Working conditions

Travel may be required for in-person team meetings, site visits, meeting with the Board,conferences, organisational events or other  stakeholder engagements. 

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated

proactively from staff. Other tasks may be assigned as necessary according to organisational needs.