Executive Assistant

You keep a small, ambitious team's back free. And a team of AI agents helps you do it.

Part-time 50%, immediately or by arrangement.

Zürich, Switzerland

Jobs

About the role

Your responsibilities

Your area of responsibility is broad. No two weeks look the same.

•Point of contact for the team: whoever has a question comes to you first — whether about expense reports, the next team event, or parental leave. You take in concerns, find answers, or pass them on. To the outside, you are the first voice for applicants, suppliers, and partners.
•Finance & accounting: record and book supplier invoices, book credit card statements, reconcile bank transactions, prepare the monthly closing. You work with Bexio and coordinate with our external fiduciary on payroll, annual audits, and labor-law or tax questions.
•HR & personnel administration: manage onboarding and offboarding, coordinate recruiting, maintain absences and vacation balances, prepare performance reviews. You manage our insurance policies (BVG, UVG/KTG) and are the contact person for everything related to social benefits.
•Office & organization: answer emails, organize office supplies and refreshments, plan events — from the monthly hands-on workshop to the annual snow weekend. You make sure our office is a place where people enjoy working.
•Reporting & KPIs: prepare financial and HR metrics every month. Management relies on your numbers.
•IT & licenses: manage tool licenses, set up workstations, coordinate hardware procurement.
•Projects & sales support: coordinate meetings, maintain templates, create quarterly support invoices.

How AI changes your work

Many of these tasks are prepared by AI agents with us: emails are pre-classified, invoices are pre-recorded, appointments are suggested. You review the suggestions, give approvals, and step in where human judgment is needed. Your job is not to work through routine tasks — but to understand the processes and continuously improve them. When something can be done more efficiently, you find the way. You can read up on what that looks like before you apply: Agentic Development describes how we work with agents — and Technology shows where we use AI and where we deliberately do not.

What the work actually looks like

Four situations from the daily reality of this role. If you know where you would start, it fits.

•Month-end close is due. An agent has pre-entered the supplier invoices in Bexio — three have the wrong cost centre, and one is missing VAT. You find the three, not the agent.
•A colleague registers maternity leave. You clarify continued salary payment with the trustee, notify the pension foundation, adjust the holiday balance and tell project management when they need to plan — in that order, without anyone having to ask.
•The snow weekend is five weeks away. Fourteen people, three dietary preferences, one venue that has not confirmed yet. You decide when to chase and when to rebook.
•Management needs the monthly figures by Friday. One metric looks off. You do not hand it over without comment — you chase the discrepancy first.

What you bring

All five must apply. If one does not, you will get a rejection from us — this is not a wish list.

•Commercial apprenticeship and three years in a comparable role.
•You have handed a recurring task over to an AI tool. In the interview we ask what went wrong with it and how you noticed. «I tried ChatGPT» does not count.
•Shared responsibility for a month-end close or payroll run. Which software is secondary — you must notice when a figure cannot be right.
•Du schreibst stilsicher Deutsch, ohne Gegenlesen. Bewerberin, Versicherung und Lieferant in drei Tonlagen. (Stated in German on purpose: this role writes to Swiss applicants, insurers and suppliers in German, every working day.) English for suppliers and contracts.
•Independent through the week. At 50 percent nobody keeps your task list.

These help — they are not conditions

•Experience with Bexio or comparable accounting software
•You have organised events for ten to twenty people before
•Experience with Swiss social insurance (BVG, UVG/KTG) and working with a fiduciary
•You have commissioned an agent or set up an automation yourself — and then adjusted it, because it did not do what you wanted

This role is not for you if

The role sounds like «assistant» and is running the operation.

•You want to work through assigned tasks. Here you decide yourself what matters this week
•You want to focus on one area. Accounting, HR, events and IT licences all sit with you
•You would rather stay away from AI tools. Commissioning agents and reviewing them is part of the work
•You are looking for a role without outside contact. To the outside you are the company's first voice

Compensation

•Base salary of CHF 40,000 – 46,000 per year at a 50% workload
•Company-wide bonus, with a bonus share determined by peer review

Work location and presence

Our office is located near Zürich's main station. Regular presence in the office matters to us. We design the exact rhythm together — whether half-days every day or three longer days. Spontaneous adjustments or working from home are always possible.

What we offer

We offer a role with real room to shape things in a dedicated, down-to-earth team. You work with technologies that are fundamentally changing the day-to-day of commercial work right now — and you are among the first to do so in practice. This comes with excellent working conditions and diverse development opportunities.

How we are different

You are succeeding someone who shaped this role over many years. There are established processes that work — and nobody telling you they have to stay that way. No layer between you and management. Your decisions are visible to the whole company the same day. We try AI tools on our own operation first. Your engineering colleagues build you agents for your tasks — and what does not work for you, we do not sell.

Apply now!

Jan — In a dedicated team with experienced engineers and excellent working conditions, we offer you diverse development opportunities in the heart of Zürich. Send us your application including your salary expectations and possible start date — Jan is happy to answer questions beforehand.

hr@quatico.com +41 43 243 88 00