Combined Office Manager and Executive Assistant

We are a fast-growing tech company revolutionizing the manufacturing industry with our Manufacturing Analytics System (MAS). We are seeking a highly organized problem solver to manage our office, help out with operations, and be an Executive Assistant for our founders.

Who is EthonAI?

EthonAI pioneers a new category of software: the Manufacturing Analytics System (MAS). With its powerful software suite, EthonAI helps manufacturers achieve operational excellence at scale. We are backed by leading international investors and have been featured as thought leaders on recognized industry benchmarks and media. Our software products are used by Fortune 500 companies and industry leaders across Europe and the US.

We are multinational, multifaceted, and action-oriented. We are intentional about the principles that guide us every day: create immediate impact and value, play in the top league, and create the best place to work and grow.

What is this job about?

You will be instrumental in ensuring the smooth running of our office and managing essential operational responsibilities. Additionally, you’ll take over numerous administrative tasks for our founders so they can execute with the highest possible velocity. Your daily activities will include managing schedules, coordinating travel arrangements, preparing expense reports, supporting accounting processes, and handling document management. You’ll also act as a key liaison with external vendors, manage insurance-related matters, and ensure smooth coordination across various operational touchpoints.

Leveraging your exceptional organizational skills, attention to detail, and proactive mindset, you will create a seamless and efficient environment for the entire team. You will work closely with leadership and collaborate as needed with everyone at EthonAI to maintain a productive, organized, and engaging work environment.

This job is mostly about hands-on organization and administration. It requires people skills and an ability to get things done on a short notice when needed.

What do you need to succeed in this role?

Your Roles & Responsibilities

• Take care of daily office operations, including supply management and vendor coordination, and drive the continuous improvement of these processes.

• Assist our executive team by taking a broad array of tasks off their shoulders, including scheduling, travel arrangements, calendar management, and selected communications.

• Perform HR compliance and operational tasks, such as maintaining employee records, onboarding, offboarding, expenses, vacation tracking, and co-organizing team building activities.

• Act as the main contact for external accountants, managing bills, payments, and financial records.

• Help out with customer interactions for invoicing and contract renewals.

Your Experience & Skills

First and foremost, we believe in curious people who are eager to learn and grow. Please also reach out if you don’t check all the points mentioned here.

• A track record of effectively running office operations, and proactively optimizing workflows, in a fast-paced environment.

• Strong organizational and administrative skills, with attention to detail and a knack for fixing unforeseen problems.

• Familiarity with HR compliance processes, including onboarding, record-keeping, and policy implementation.

• Experience with financial operations, such as managing bills, processing payments, or collaborating with external accountants.

• Excellent written and verbal communication skills, fluent in both English and German.

Why is EthonAI right for you?

We foster a culture where team members can grow and learn from each other. We are dedicated to being the workplace where each of us thrives.

We also offer a good handful of specific benefits:

• Comprehensive compensation package with stock options to become a co-owner of EthonAI.

• On-site work is important, with significant scope for flexible schedules and partially remote work.

• A CHF 2’000 yearly bonus when you take two consecutive weeks of vacation.

• Flexible parental leave.

• Support for continued learning, such as online courses and conferences.

At EthonAI, there always are plenty of opportunities to step up and take charge. Other keys to our job satisfaction are the palpable impact we have on the real world, and being part of a top-notch team that is focused on a successful outcome for all.

EthonAI is an Equal Opportunity Employer. We are committed to creating a work environment that is fair and inclusive, where all decisions related to recruitment, advancement, and retention are free of discrimination. We particularly encourage applications from individuals traditionally underrepresented in tech.