Specialist - Admin Assistant

In short

As Admin Assistant in the Office of the Co-Founders & Co-Chairmen, you will play a key role in ensuring smooth daily operations and seamless coordination across multiple projects, meetings, and stakeholders.

Working directly alongside the Navigators, you will provide high-level organizational, administrative, and logistical support in a fast-paced, dynamic environment.

This role requires exceptional administrative precision, proactive common sense, and the ability to drive smaller projects independently from start to finish.

Your mission

• Support the Navigators in managing the Co-Founder’s day-to-day priorities, meetings, and projects
• Handle scheduling logistics, travel coordination, and meeting preparation

Own and execute smaller projects from A to Z with minimal supervision, using strong common sense to drive them to completion

• Maintain and organize documentation, presentations, and follow-up actions after meetings
• Demonstrate a sharp sense of urgency, successfully triaging tasks and flagging critical items in a fast-moving environment
• Support the preparation of materials and briefings for leadership meetings, internal communications, and events
• Support with email drafting, tracking of correspondence, and stakeholder communication
• Assist in planning and logistics for workshops, offsites, and board-related sessions
• Maintain confidentiality and exercise discretion in handling sensitive information
• Natural Ambassadorship, act as a warm, professional, and hospitable face of the Office of the Co-Founders
• Hands-on Attitude, a proactive, solutions-oriented mindset - willing to go the extra mile and tackle ad-hoc tasks to keep the team moving at top speed
• Confident and poised when interacting with high-profile external guests, partners, and global stakeholders.

Your story

• 1-3 years of experience in coordination, executive support, or project administration (ideally in a fast-paced, global environment)
• Strong organizational and multitasking skills with attention to detail
• Excellent written and verbal communication in English / German
• A proactive mindset with the ability to anticipate needs and manage multiple priorities independently
• Positive energy, adaptability, a team-oriented and hands-on attitude
• Commitment to full-time on-site attendance, five days per week; remote work is not possible for this position.