Executive Assistant and Office Manager

Timeline® is a high growth health and longevity brand founded in Switzerland on the belief that uncompromising research can unlock a new class of health, backed by cutting-edge science with the mission of promoting longevity and health span. We know that aging can't be stopped. However, through its 15 years + of groundbreaking research, Timeline® is developing products designed to help reduce the impact of time on our health, from nutrition to skin and beyond. The company is backed by strategic investors, including Nestlé Health Science and L’Oréal.

www.timeline.com

 To support our growth, we are seeking an Executive Assistant / Office Manager to join the team.

There are two main parts to the role: providing executive-level office and administrative support to the Co-Founder and President, and managing office operations to ensure the Swiss team's working space and environment are kept at their best at all times. You love working in a highly interactive position that requires flexibility between different tasks and projects, excellent customer service skills, a kind and friendly approach, initiative, problem-solving, and follow-through. You’ll work closely with a number of people in the day-to-day, both employees and external partners; it will be important to enjoy helping and getting involved as needed.

The key responsibilities of the role include: 

Your typical day includes coordinating schedules and meetings, managing executive correspondence and communication, arranging travel, overseeing ad hoc projects and daily tasks, supporting presentations, organizing events, and addressing office management issues and queries as they arise. Some details of the areas you’ll be involved in are set out below. 

• Provide executive-level administrative support, including scheduling appointments, meetings, preparing documents, maintaining records, creating reports, and utilizing PowerPoint, Word, and Excel.
• Maintain calendars, schedule meetings and appointments, make travel arrangements, and serve as the primary administrative and scheduling contact for the President.
• Plan and approach projects, meetings, and requests in a forward-thinking manner, ensuring proper management and coordination, and working with internal partners to create briefings and presentations.
• Manage meeting preparations, including information packages, agenda creation, room setup, minutes distribution, and accurate documentation.
• Handle sensitive and confidential written, electronic, and oral communications discreetly.
• Compose high-level correspondence independently and professionally.
• Perform office management functions such as mail distribution, vendor coordination, supply ordering, and logistical coordination with departments.
• Plan, organize, and coordinate departmental leader meetings or special events, including room reservations, invitations, food and beverage procurement, and equipment setup.
• Maintain files, manuals, records, and update commonly used documents.
• Handle telephone calls professionally, determine urgency, and initiate appropriate actions or referrals.·
• Act as a liaison with internal and external stakeholders.
• Manage competing demands and tasks, offering assistance to all team members as required.  

You will excel at the following: 

• Exceptional attention to detail and ability to handle multiple tasks and projects
• Discretion, autonomy, adaptability, service orientation, and excellent organizational skills to manage multiple agendas and projects.
• Hands-on, solution-driven mindset with a structured approach and ability to adapt to various situations.· Strong written and verbal communication skills in a highly professional manner.
• Flexibility, excellent interpersonal skills, project coordination, and the ability to work well with all levels of management, staff, clients, and vendors.
• Problem-solving, decision-making, and task prioritization abilities.
• Desire to learn and implement knowledge across tasks and workflows.
• Proficiency in Microsoft programs (Word, Excel, PowerPoint, Outlook) and technology usage. 

Your Experience: 

• Secretarial, commercial diploma, or university degree (HEC or equivalent) is welcome
• Minimum of 5 years of experience in a similar position, preferably in an international fast-paced environment, startup experience is a major plus.
• Excellent written and spoken communication skills in English and French are a must have; proficiency in German and Italian is a bonus.
• Hospitality or event management experience is advantageous but not essential.
• Swiss nationality or Swiss working permit (B, C, or G)