Executive Assistant to the Co-CEOs

    Summary

    The Simon Institute for Longterm Governance (SI) is seeking an experienced Executive Assistant to support the Co-CEOs in all aspects of their work. This role is key to scaling SI’s impact and requires excellent communication, adaptability, and prioritization skills. Apply here.

    Requirements

    • A minimum of 5 years of work experience, with 2+ years of executive support experience.
    • Exceptional written and verbal communication skills in English and French.
    • Exceptional attention to detail.
    • Excellent time management, prioritization, optimization, and organizational skills.
    • Proactive analytical approach to anticipating needs and solving problems.
    • Professional demeanor and strong interpersonal skills.
    • Ability to maintain strict confidentiality and exercise discretion.
    • High adaptability in rapidly changing environments.
    • Flexibility to occasionally work outside standard business hours.

    Core responsibilities

    • Arrange meetings, distributing agenda and documentation in a timely manner, as well as attending meetings to organise takeaways;Organises participation in and makes logistical arrangements for events (meetings; retreats; receptions; conferences; etc.);
    • Organise participation in and arrange logistics for events (meetings; retreats; receptions; conferences; etc.);
    • Sort travel (transportation, visas, accommodation, itinerary, briefings, expense claims, follow up messages);
    • Track executive initiatives and ensure timely delivery of action items; proactively setting priorities and freeing up time; manage workflows in an efficient manner; and serve as a sounding board as needed;
    • Coordinate and prepare board meetings, presentations and reports; distributing updates; monitoring follow-up actions as required;
    • Serve as first point of contact for internal and external communication, managing inboxes, drafting emails, letters and memoranda for final approval and signature with sensitivity to urgency and cross-cultural communication;
    • Review and log all incoming correspondence and routes for action/advice to staff with a particular focus on fundraising opportunities and strategic decisions; maintaining a tracking system to ensure timely action;
    • Maintain and update contact databases and document evidence in our monitoring, evaluation and learning system;
    • Other duties as may be required.

    What we offer

    • Salary: CHF 85,000 – 109,000. We consider a variety of factors when formulating an offer, including but not limited to, the role and responsibilities, work experience, training, skills, expertise, and internal equity. We’re willing to review the salary range for exceptional candidates.
    • Start date: As soon as possible, with a strong preference to start in April.
    • Hours: Full-time, flexible hours, and occasional travel.
    • Location: In-person in Geneva.
    • Employment: Permanent employment with a 3-month probation period.
    • Office: We have a well-equipped office in Geneva, and we will pay for high-quality ergonomic equipment (laptop, monitors, etc.).
    • Generous vacation: 35 days of holiday each year, plus public holidays. We encourage you to use the full allowance.
    • Team retreats and conferences: We hold in-person staff retreats twice a year, to work on our strategy and build strong working relationships.
    • Professional development opportunities: We offer a CHF 2,500 allowance each year for professional development. We build in opportunities for career growth through on-the-job learning, increasing responsibility, and role progression pathways.
    • Parental leave and support: We offer maternity and paternity benefits that go beyond Swiss legal requirements: this includes up to 6 months of maternity leave, 60 days of flexible paternity leave, 100% salary coverage during leave, flexibility to work from home, unlimited breastfeeding breaks, parental PTO for childhood difficulties, and the option to work at 80% while being paid 100% in the first year after childbirth.
    • Wellbeing: We will reimburse wellbeing expenses of up to CHF600 gross per year per – this might include fitness, therapy, coaching - or anything else to support your personal wellbeing.

    If you enjoy supporting people, planning, and juggling many different tasks, we think you’d add a lot of value to our team. This role offers unique insight into SI’s structure, priorities, and decisions. The ideal candidate brings a strong alignment with our mission and culture, as well as:

    • strong problem-solving and system-building skills; 
    • comfort with ambiguity and self-direction; and 
    • a strong preference for quick iteration through direct feedback.

    We’re a small team and care deeply about our supportive culture. We strive for excellence and encourage high ambitions. We want you to succeed in your career and feel supported to grow.

    The above list of duties contains the main duties and responsibilities for this position. However, in a small organization such as SI, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them, but which may not be part of their regular list of duties. Whereas any task becomes a regular part of an employee’s responsibilities, the job description will be changed in consultation with the employee and their supervisor.

    Application process

    • Submit the application form. We expect this application form to take 30-60 minutes to fill in. Please do not spend more than an hour on it. We review candidates on a rolling basis and will close this round on March 16th.
    • Complete 1-2 work tests designed to simulate the work you would do if hired and/or evaluate certain skills important for success in the role.
    • Attend a remote interview.
    • Attend a paid trial day (in-person) to allow you and us to see what it would be like if you worked at SI. 
    • Submit references.
    • Receive an employment offer!

    There’s no such thing as a “perfect” candidate. If you’re on the fence about applying because you’re unsure whether you’re qualified, we’d encourage you to apply.

    It’s really important that all candidates who have the potential to succeed at SI are provided with an equitable experience in the application process. So, if you require adjustments to provide you with the best opportunity to succeed through our hiring process, please let us know at any stage. 

    Impact Ops is supporting us with this hiring round, so feel free to reach out with any questions at hello@impact-ops.org.