Executive Assistant & Office Operations

Jua seeks a Mid-level Executive Assistant & Office Operations professional in Zürich to streamline leadership workflows and manage office logistics in a fast-paced Physical AI startup.

This position is designed to eliminate daily friction for the leadership team by safeguarding their time and managing complex schedules. The role operates within a rapid-paced environment where independent decision-making and proactive problem-solving are essential to keep operations running smoothly.

Responsibilities

• Manage intricate calendars to shield executive time from conflicting priorities, travel arrangements, and shifting demands.
• Organize internal and external meetings across various time zones, acting as a dependable liaison for investors, board members, customers, and senior stakeholders.
• Handle all aspects of domestic and international travel, including flights, accommodations, visas, transport, and contingency plans.
• Facilitate board and investor relations by coordinating schedules, meeting logistics, and providing administrative assistance.
• Oversee daily office operations, including supply management, facility maintenance, vendor interactions, meal coordination, and general logistics.
• Assist with employee onboarding and offboarding processes, ensuring proper equipment handover and asset tracking.
• Plan and execute off-sites, conferences, team gatherings, and other ad hoc company events.
• Anticipate potential operational hurdles and resolve logistical challenges proactively to maintain seamless workflows.
• Provide flexible administrative and operational support as required.

Requirements

• Four to seven years of experience as an Executive Assistant or Office Manager within a dynamic startup setting.
• Proven track record of supporting C-level executives and founders with scheduling and managing competing demands.
• Outstanding organizational abilities paired with meticulous attention to detail.
• Fluent written and verbal communication skills in English.
• Experience managing complex international travel, including logistics, visas, and detailed itineraries.
• Ability to coordinate senior stakeholder meetings across multiple time zones, involving leadership, board, customer, or investor interactions.
• High level of judgment, discretion, and capability to handle sensitive information confidentially.
• Capacity to juggle multiple priorities while maintaining composure under pressure.
• Comfort working in ambiguous situations and making independent, sound decisions.
• Strong prioritization skills with the confidence to protect executive focus and time.
• Execution-oriented mindset with a willingness to exceed standard job descriptions to achieve results.
• Proficiency with productivity tools such as Google Workspace, Slack, and Notion.

Nice to have

• Proficiency in German is advantageous.
• Experience experimenting with tools, automations, agents, integrations, or lightweight systems to reduce friction and improve efficiency.

About the company

Jua fosters a performance-driven culture that values service and adventure. The organization prioritizes agility, operating at high speed to adapt quickly to change. Innovation is driven by user needs and data supremacy to maintain a competitive edge. Clear communication and fact-based decision-making ensure alignment, while the company aims to create a customer-focused, value-centric organization that sets new industry standards. Jua values unique perspectives and believes that embracing diverse backgrounds and experiences enriches collective growth.

• Performance culture emphasizing service and adventure.
• High agility and rapid adaptation to change.
• User-focused innovation leveraging data supremacy.
• Alignment through clear communication and fact-based decisions.
• Customer-centric and value-driven organizational goals.
• Embracing diverse backgrounds and unique perspectives for collective growth.