Executive Assistant & Office Operations

2 мес. назад

SwitzerlandEuropeSeniorRemote

calendar managementtravel coordinationoffice operationsadministrative supportlogistics

Support the leadership team with complex calendar management, travel coordination, office operations, and administrative tasks in a fast-paced environment.

Обязанности

Own complex calendar management and protect executive time by balancing shifting priorities, travel schedules and competing demands
Coordinate internal and external meetings across multiple time zones, serving as a professional and reliable coordinator for customers, investors, board members, and senior stakeholders
Coordinate domestic and international travel, including flights, accommodation, visas, transport, itineraries, parking, and contingency planning
Support board and investor relations logistics, including scheduling, meeting coordination, and administrative support
Manage office operations, including office supplies, facilities, maintenance, vendor coordination, lunches, and day-to-day office logistics
Support onboarding and offboarding logistics, including equipment handover and asset tracking
Plan and coordinate off-sites, conferences, team events, and other ad hoc company initiatives and logistics
Anticipate problems before they arise and proactively solve operational and logistical challenges to keep things running smoothly
Provide ad hoc operational and administrative support as needed

Другое

Physical AI, a real model of the world, is the next trillion dollar opportunity and a foundational pillar for energy, robotics and superintelligence.
At we are building it now. Our models already run on four continents and help power the energy buildout needed to support ever larger intelligence.
We are assembling a world-class team of researchers and entrepreneurial minds to turn this model into reality at global scale. If you want the opportunity of your life, come build physical AI with us.
We’re looking for an Executive Assistant & Office Operations professional to remove friction from the day-to-day of the leadership team and protect their time. You’ll own complex calendar management, international travel, office operations, administrative support, and logistics in a fast-moving environment.
This role requires strong judgment, exceptional prioritisation skills, and the ability to operate independently. You should also be comfortable with automations, AI agents or lightweight systems to improve efficiency.
This role is ideal for someone who thrives in high-pressure environments and enjoys taking ownership. You’ll thrive in this role if you are energised by helping ambitious people operate at their best.
4-7 years of experience as an Executive Assistant or Office Manager in a fast-moving start-up environment
Experience supporting C-level executives and founders with scheduling and competing demands
Exceptional organisational skills and obsessive attention to detail
Strong written and verbal communication skills in English. German proficiency is a plus
Experience coordinating complex international travel, logistics, visas, and itineraries
Experience coordinating senior stakeholder meetings across time zones, including leadership, board, customer, or investor meetings
Strong judgment, discretion, and ability to handle highly confidential information
Ability to manage multiple priorities simultaneously while staying calm
Comfort operating in ambiguity and making sound decisions independently
Strong prioritisation skills and the confidence to protect executive time and focus
Comfort experimenting with tools, automations, agents, integrations, or lightweight systems to reduce friction and improve efficiency
Strong execution bias and willingness to go beyond the job description to get things done
Familiarity with tools such as Google Workspace, Slack, Notion, and similar productivity systems
At , we foster a performance culture and value people who embody our beliefs of service and adventure. We prioritize agility, operating at the highest clock speed to adapt quickly to change.
We innovate on behalf of our users and leverage data supremacy to maintain our competitive edge. Through clear communication and fact-based decision-making, we ensure alignment in our pursuit of excellence.
With these principles, we aim to create a customer-focused, value-centric organization that sets new standards in the industry. We value the unique perspectives that each individual brings to the table and believe that embracing diverse backgrounds and experiences enriches our collective journey towards growth and success.