Executive Assistant (60%)

Position Summary

The Executive Assistant to the COO, CFO, and CEO plays a pivotal role in ensuring the organization runs smoothly by providing high-level administrative support, managing complex schedules, and overseeing critical office operations. This role combines strategic coordination with operational efficiency, requiring exceptional organizational skills, attention to detail, and the ability to anticipate the needs of the executive leadership team. The Executive Assistant will serve as a trusted partner, facilitating seamless communication and collaboration across the organization while managing essential projects, events, and day-to-day office activities. This position is ideal for a proactive and resourceful individual who thrives in a dynamic, fast-paced environment.

Roles and Responsibilities

Reporting to: Toradex COO (primarily located in Horw, Switzerland)

1. Executive Support:

   • Manage the COO, CFO and CEO’s calendars, including scheduling meetings, appointments, and travel arrangements.
   • Coordinate and organize internal and external meetings, including logistics, agenda preparation, and follow-up actions.
   • Support on administrative tasks for the COO, CFO and CEO
     • Manage a variety of administrative tasks efficiently, including approvals, purchasing, and expense reports.
   • Organize and coordinate events, trainings, offsites, and team-building activities.
   • Maintain confidential files and records, ensuring information is organized and easily accessible.
   • Assist in maintaining recurring global resources, such as compiling the Annual Management Calendar and preparing Global All-Hands presentation materials
   • Occasionally assist other executives with agreed-upon administrative tasks and ad hoc projects.

1. Office Management:

   • Runs the office management in Horw ensuring smooth day-to-day operations of the office, addressing any issues that arise.
   • Handle all vendor, contractors and landlord relationships, including negotiating contracts, managing office maintenance, coordinating with the landlord for property-related matters
   • Supervise the Office Assistant who takes care of recurring daily office tasks and the company apartment
   • Manage office floor plans, including space allocation, seating arrangements, and ensuring efficient use of office space to accommodate team needs.
   • Take ownership of medium-sized projects, such as office improvements, organizing events, managing travel logistics, ensuring all stakeholders’ needs are addressed and projects are completed efficiently.
   • Oversee office supplies and equipment, ensuring everything is stocked and in working order.
   • Maintain office policies and procedures, and assist in the onboarding process for new hires in collaboration with HR and IT.

Qualifications:

• 3-5 years of experience as an Executive Assistant or in a similar role
• Proven ability to manage multiple priorities and work under pressure
• Flexible, adaptable and resourceful, able to thrive in a fast-paced environment and solve problems as they arise
• Exceptional organizational and time-management skills
• Excellent verbal and written communication skills in English and German
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) as well as other relevant tools such as Slack, Confluence, and project/task management software is preferred
• Strong attention to detail and problem-solving abilities
• Ability to work independently and as part of a team
• High level of integrity and professionalism, discreet and trustworthy, with experience handling confidential information

Our benefits:

• An outstanding, agile and intercultural working environment with flat hierarchies and open door policy
• Focus on empowerment, shared responsibility, mutual trust and support
• Work in a highly qualified, high-performing, international and growing team
• Annual team building events, monthly get-togethers and other company events