Distran is a fast-growing, award winning, Swiss high technology start-up producing an extraordinary product: a sensor that literally sees the sounds. Our customers use them to detect gas leaks (which emit ultrasounds) before they become dangerous to either humans or the environment. Our customers are mainly from the energy, chemicals and space exploration sectors.
As part of our development, we are looking for our Office and Executive Assistant. The role combines the responsibilities of Office assistant and Executive assistant to CEO and CTO for Distran AG. The role is based at the company’s HQ in Zurich.Your role
Your role
As an Executive Assistant (50%)
- Manage the schedule of the CEO and CTO
- Organize and prepare for meetings, including gathering documents, attending to logistics of meetings and taking minutes
- Answer and respond to phone calls, communicate concise messages and information to CEO and CTO
- Prioritize emails and respond when necessary
- Coordinate travel arrangements for the CEO and CTO, and potentially other employees if needed
- Maintain various records and documents for CEO and CTO
As an Office Manager (50%)
- Organize the office layout and order stationery and equipment, organise the office condition and arrange necessary repairs. Liaise with facility management vendors, including cleaning, catering and lease
- Coordinate with CEO on all office equipment and needs
- Be the first point of contact with regards to visitors, deliveries and incoming phone calls
- Be a backup for Sales administration with regards to Sales queries, shipping and tracking of shipments and PO reviews
- Assist HR in the recruitment process and onboarding process for new hires
- Plan in-house or off-site team events, like parties, celebrations and conferences
Your profile
- Excellent time management skills and ability to multi-task and prioritize work
- Strong organizational and planning skills in a fast-paced environment
- Attention to detail and problem solving skills
- Strong listening and interpersonal skills
- Proven experience as an Office Manager, Front Office Manager or Administrative Assistant in a fast paced international environment, ideally a start-up
- Knowledge of Office Administrator responsibilities, systems and procedures
- Spreadsheet and text processing proficiency (MS Excel, MS Word or Open Source equivalents) and great computer skills in general
- English - Excellent written and verbal communication skills. German is a strong plus
- BA degree or similar; additional qualification as an Administrative assistant or Secretary will be a plus
