Administrative Assistant (Part-time)

Moonlight AI AG; Basel; Sur place; CHF 70 000 - 90 000; Plein temps

Résumé du poste

Moonlight AI AG is seeking a highly organized Administrative Assistant to support the Senior Management across finance, administration, and executive coordination in Basel. You will act as a central hub for information flow, documentation, and communication to enable leadership to operate efficiently.

Responsibilities include managing invoices, records, and regulatory documents, coordinating meetings and travel, and supporting external communications.

Qualifications

• 2–5 years in administrative, executive assistant, or operations roles.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication in English and French; German a strong plus.
• Comfortable handling sensitive and confidential information.
• Proficiency with standard office tools (Google Workspace, Microsoft Office) and basic CRM systems (Notion).
• Experience supporting finance or accounting workflows is a plus.

Responsabilités

• Prepare and route invoices and receipts for internal approval or external accounting (VAT, tax filings), ensuring accuracy and timeliness
• Maintain organized records of all financial documents (invoices, receipts, expenses) and support expense tracking and credit card reconciliations
• Liaise with governmental bodies, funding agencies, and external partners to manage administrative and compliance-related communications
• Prepare, compile, and submit required financial and regulatory documentation in a timely and accurate manner
• Screen and categorize incoming electronic and physical mail, flagging items requiring urgent attention
• Assist with drafting social media updates and email communications as needed
• Coordinate meetings, agendas, scheduling, and travel logistics for senior management
• Perform data entry and maintain lightweight CRM systems related to investors, partners, and hiring candidates
• Support planning and execution of internal and external events

Connaissances

Organizational skills

Attention to detail

Multitasking

Communication skills

English (fluent)

French (fluent)

German (a plus)

Outils

Google Workspace

Microsoft Office

Notion

Description du poste

We are seeking a highly organized, detail-oriented Administrative Assistant to support the Senior Management. This role is critical to ensuring smooth day-to-day operations across finance, administration, and executive coordination. You will act as a central hub for information flow, documentation, and communication, enabling senior leadership to operate efficiently and effectively.

Key Responsibilities

Finance, Documentation & External Coordination

• Prepare and route invoices and receipts for internal approval or external accounting (VAT, tax filings), ensuring accuracy and timeliness
• Maintain organized records of all financial documents (invoices, receipts, expenses) and support expense tracking and credit card reconciliations
• Liaise with governmental bodies, funding agencies, and external partners to manage administrative and compliance-related communications
• Prepare, compile, and submit required financial and regulatory documentation in a timely and accurate manner

Correspondence Management

• Screen and categorize incoming electronic and physical mail, flagging items requiring urgent attention
• Assist with drafting social media updates and email communications as needed

Administrative Support, Travel & Events

• Coordinate meetings, agendas, scheduling, and travel logistics for senior management
• Perform data entry and maintain lightweight CRM systems related to investors, partners, and hiring candidates
• Support planning and execution of internal and external events

Qualifications

• 2–5 years of experience in an administrative, executive assistant, or operations role
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills in English and French (German a strong plus)
• Comfortable handling sensitive and confidential information
• Proficiency with standard office tools (e.g., Google Workspace, Microsoft Office) and basic CRM systems (Notion)
• Experience supporting finance or accounting workflows is a plus

What We’re Looking For

• Proactive and resourceful mindset
• Strong sense of ownership and reliability
• Ability to anticipate needs and solve problems independently
• Professional, polished communication style