Job title: Executive Office Assistant (Part-time, Volunteer then Paid position from 2025)

About us: We are a non-profit association of professionals, focused on Therapeutic Products, integrating cutting-edge and digital technologies, while enhancing our commitment to ESG (Environmental, Social, and Governance). Our team is passionate about making a meaningful impact, and we are looking for a motivated assistant to support our administrative needs.

Location: Remote
Time commitment: 20-30%

Responsibilities:

• CRM management:
  – Maintain and update the association’s CRM database
  – Ensure accurate and up-to-date contacts information
  – Support the preparation and sending of invoices and mailings
• Personnel documentation:
  – Assist in creating and maintaining personnel files, including tax declarations and pay slips, according to applicable legal and organizational requirements
• Document administration and archiving:
  – Organize and archive documents/records, according to the association document management system
• Event organization support:
  – Assist planning, coordination, and execution events
  – Manage event logistics such as venue bookings, attendee lists, and materials
• Communication and coordination:
  – Handle general inquiries and communicate with members, partners and other contacts of SwAPP
  – Schedule and coordinate internal/external meetings, preparing agendas and minutes
• Financial administration support:
  – Assist with basic bookkeeping tasks and financial tracking
  – Support fundraising initiatives and grant applications

Required skills and qualifications:

• Proven experience in administrative roles
• Proficiency in CRM systems and MS Office Suite
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Attention to detail and a proactive attitude
• Ability to work collaboratively
• Excellent command of English

Preferred skills and qualifications:

• Experience with tax declarations, pay slip creation, and other personnel documentation
• Event organisation experience
• German: a basic proficiency is useful for the role
• Familiarity with document management systems

What we offer:

• A supportive and passionate team
• Opportunity to gain hands-on experience in a non-profit environment
• Potential for this position to become a paid role starting 2025

How to apply:

Please send your resume and a cover letter explaining your interest in this position to swapp@swapp.ch (object “Job-EOAssistant”).