Administrative Assistant

Location: Basel, Switzerland or Courroux, Switzerland
Type: Part-time (30 - 40%)

We are seeking a highly organized, detail-oriented Administrative Assistant to support the Senior Management. This role is critical to ensuring smooth day-to-day operations across finance, administration, and executive coordination. You will act as a central hub for information flow, documentation, and communication, enabling senior leadership to operate efficiently and effectively.

 

Key Responsibilities

    Finance, Documentation & External Coordination

• Prepare and route invoices and receipts for internal approval or external accounting (VAT, tax filings), ensuring accuracy and timeliness

• Maintain organized records of all financial documents (invoices, receipts, expenses) and support expense tracking and credit card reconciliations

• Liaise with governmental bodies, funding agencies, and external partners to manage administrative and compliance-related communications

• Prepare, compile, and submit required financial and regulatory documentation in a timely and accurate manner

​

    Correspondence Management

• Screen and categorize incoming electronic and physical mail, flagging items requiring urgent attention

• Assist with drafting social media updates and email communications as needed

 

    Administrative Support, Travel & Events

• Coordinate meetings, agendas, scheduling, and travel logistics for senior management

• Perform data entry and maintain lightweight CRM systems related to investors, partners, and hiring candidates

• Support planning and execution of internal and external events

 

Qualifications

• 2–5 years of experience in an administrative, executive assistant, or operations role

• Strong organizational skills with exceptional attention to detail

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

• Excellent written and verbal communication skills in English and French (German a strong plus)

• Comfortable handling sensitive and confidential information

• Proficiency with standard office tools (e.g., Google Workspace, Microsoft Office) and basic CRM systems (Notion)

• Experience supporting finance or accounting workflows is a plus

 

What We’re Looking For

• Proactive and resourceful mindset

• Strong sense of ownership and reliability

• Ability to anticipate needs and solve problems independently

• Professional, polished communication style