Executive Assistant to the CEO

gapfruit AG; Zug; Vor Ort; CHF 90.000 - 120.000; Vollzeit

Zusammenfassung

Gapfruit AG in Zug is seeking an experienced Executive Assistant to support the CEO and the wider team in a fast-moving, evolving environment. This is not purely administrative; you will build structure where processes are missing and take ownership to keep the CEO and the team focused on what matters.

The role is on-site at our office in Zug with occasional remote work possible but not a hybrid. You will manage calendars, travel, meetings, board and investor administration, coordination with

Qualifikationen

• Experience as an Executive Assistant, Personal Assistant, Office Manager or in a similar role.
• Highly structured, reliable and proactive working style.
• Comfortable working in an environment where not every process is established yet.
• Ability to stay calm, prioritize and make pragmatic decisions when several things happen at once.
• Strong judgment and ability to work independently.
• Professional communication skills in German and English.
• Confidence working with senior executives and external stakeholders.
• High level of discretion when handling confidential and sensitive information.
• Pragmatic, hands-on attitude and willingness to take responsibility beyond a narrowly defined job description.

Aufgaben

• Managing and coordinating the CEO's calendar, meetings and travel.
• Preparing meetings, documents and correspondence and following up on action items.
• Supporting Board, shareholder and investor-related administration.
• Coordinating appointments with customers, partners and external stakeholders.
• Organizing company meetings, events and business travel.
• Handling documents, invoices and general administration.
• Coordinating external service providers and office-related matters.
• Establishing simple and effective administrative processes where they are still missing.
• Identifying what needs to be done, prioritizing independently and taking ownership of getting it done.

Kenntnisse

Executive Assistant

Office Manager

Discretion

Structured working style

German language

English language

Independent prioritization

Tools

Calendar management tools

Travel coordination

Document handling

Jobbeschreibung

Helping the CEO and team stay focused on what matters most.

Gapfruit is a Swiss deep-tech company building technologies for trustworthy connected devices. We are currently transforming from a technology-driven startup into a commercially scaling company. We are looking for an experienced and highly reliable Executive Assistant to the CEO who brings structure to a fast-moving environment, thinks ahead and takes ownership of the many things that keep the CEO and team running effectively. This is not a purely administrative role. Many of our processes are still evolving, priorities can change quickly, and not everything comes with an established procedure. We are therefore looking for someone who is comfortable with ambiguity, creates structure where it is missing and gets things done without needing detailed instructions.

Your role

You work closely with the CEO while also supporting the wider team where needed. Your responsibilities include:

• Managing and coordinating the CEO's calendar, meetings and travel
• Preparing meetings, documents and correspondence and following up on action items
• Supporting Board, shareholder and investor-related administration
• Coordinating appointments with customers, partners and external stakeholders
• Organizing company meetings, events and business travel
• Handling documents, invoices and general administration
• Coordinating external service providers and office-related matters
• Establishing simple and effective administrative processes where they are still missing
• Identifying what needs to be done, prioritizing independently and taking ownership of getting it done

Working at Gapfruit

Gapfruit is in a phase of rapid transformation. This means that not everything is perfectly organized yet, and some structures and processes still need to be built. You should be comfortable operating in this environment. We value people who stay calm when priorities shift, find pragmatic solutions and create structure rather than waiting for someone else to provide it. This is also an on-site role at our office in Zug. Given the nature of the position and the close day-to-day collaboration with the CEO and team, regular presence in the office is essential. Occasional remote work may be possible, but this is not designed as a hybrid or remote position.

What we are looking for

We are looking for someone experienced, dependable and discreet who enjoys creating order in a dynamic environment and making the people around them more effective.

• Experience as an Executive Assistant, Personal Assistant, Office Manager or in a similar role
• Highly structured, reliable and proactive working style
• Comfortable working in an environment where not every process is established yet
• Ability to stay calm, prioritize and make pragmatic decisions when several things happen at once
• Strong judgment and ability to work independently
• Professional communication skills in German and English
• Confidence working with senior executives and external stakeholders
• High level of discretion when handling confidential and sensitive information
• Pragmatic, hands-on attitude and willingness to take responsibility beyond a narrowly defined job description

We do not expect perfection or a long list of formal qualifications. What matters most is trust, commitment, ownership and a pragmatic approach to getting things done.

Security matters

As a technology and security company, we take information security seriously in every part of the organization. Therefore, a strong awareness of basic security principles is essential. We expect careful handling of confidential information, credentials, devices, documents and external communications, as well as the discipline to follow our security policies and question situations that do not feel right.

What you can expect

• Close day-to-day collaboration with the CEO and insight into all areas of a growing deep-tech company
• A small, highly skilled team
• Real responsibility and a high level of trust
• An environment where you can actively create structure rather than simply follow existing processes
• The opportunity to shape your role as Gapfruit grows
• Long-term collaboration with room to take on broader responsibilities

If you enjoy creating structure in a fast-moving environment, naturally think one step ahead, and take satisfaction in making sure things actually get done, we would be happy to hear from you.