Executive Assistant to the Founders

At Covalo, we’re looking for an exceptionally organized, proactive, and trustworthy Executive Assistant to support our founders.

This role goes beyond traditional administrative support. You will work closely with the founders, helping protect their time and ensure decisions turn into action — so our founders can focus on the highest-impact work.

If you enjoy bringing structure to complexity and anticipating needs before they arise, this role might just be for you!

1. Calendars, Meeting Preparation & Follow-ups

• Managing complex calendars across internal and external meetings
• Scheduling board meetings, investor calls, and leadership meetings
• Preparing briefing notes before meetings and gathering background materials or data
• Tracking action items and following up with owners — making sure decisions turn into execution

Goal: Help the founders stay prepared and focused on what matters most, ensuring meetings lead to clear outcomes and execution.

2. Internal Coordination & Special Projects

• Coordinating founder priorities with teams and leadership
• Supporting company-wide projects or cross-team initiatives
• Supporting the implementation and maintenance of new internal tools or systems
• Supporting HR operations (onboarding coordination, HR documentation) and organizing small thoughtful gestures for employees, customers, and partners.

Goal: Keep projects moving when the founders can’t personally drive every step.

3. Operational & Administrative Support

• Travel planning and logistics management
• Expense tracking and reimbursements
• Managing documents and signatures
• Maintaining internal documentation
• Coordinating information exchange with external stakeholders (e.g. accountants, investors, partners)
• Managing inbound requests to the founders

Goal: Remove operational friction from the founders’ day.

4. Structuring Information & Reporting

• Preparing reports or presentations
• Preparing weekly or monthly dashboards and maintaining spreadsheets or internal trackers
• Compiling metrics from different teams and sources
• Structuring information so founders can make fast decisions
• Organizing board materials and supporting investor updates

Goal: Turn scattered information into clear insights, helping the founders stay on top of company performance.

We’re looking for someone who takes pride in being reliable and making things run smoothly. You will be a great fit if you:

• Are extremely organized and detail-oriented. You love creating structure and clarity
• Are proactive and naturally anticipate needs, spot gaps, and step in before issues become problems.
• Have a strong bias for action - you move things forward without waiting for perfect information
• Communicate clearly, professionally, and confidently with different stakeholders. You're comfortable following up and ensuring things get done
• Are not afraid to challenge or push back when needed
• Enjoy helping others perform at their best
• A resourceful fast learner - curious, asking the right questions, and ready to deal with variety within your role
• Are looking for a role where you can grow, build mastery, and stay long-term
• Being comfortable with analytical work - such as navigating spreadsheets, compiling data, and organizing information - would be a strong plus.
• Fluent English and German are a must (both spoken and written), French is a bonus.

We are very open to candidates with transferable skills — what matters most is mindset, reliability, and ownership.

You would be based in Zurich or in a commutable distance to meet with the founders when needed.

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WHY THIS ROLE MATTERS

In a fast-growing startup, founders are constantly pulled in many directions.

Your role will be to create clarity, structure, and momentum, helping the company move faster and more effectively while freeing the founders to focus on more strategic topics.

Ultimately, you’ll be bringing them peace of mind ✨. If you enjoy being the person behind the scenes who makes everything work, you’ll have a huge impact here.

As Covalo grows, this role can evolve significantly, offering opportunities to take on increasing responsibility and/or move within the organization.

• Competitive salary & potential opportunity to participate in company stock option plan
• Working remotely, with regular team gatherings and in-person alignment meetings (including incredible team retreats with the entire team twice a year!)
• Exposure to the company's most strategic challenges, working directly with leadership
• Space, tools and support to learn and develop
• Being part of a growing, fun, dynamic, highly motivated, and extremely caring international team - where we all have our (charming) quirks, and everyone can bring their full selves to work every day :)

About Covalo

The personal care industry is entering one of the biggest transformations in its history — driven by sustainability, new technologies, and rapidly evolving consumer expectations. It’s the kind of shift that no company can tackle alone.

At Covalo, our vision is to become the backbone of this industry’s transformation.

We build the infrastructure that connects brands and suppliers, making the right data available to the right people at the right time — so the industry can collaborate better and innovate faster.

Today, Covalo is the world’s largest ingredients platform, with 100,000+ products from 1,500 suppliers and users from more than 6,000 brands across 145 countries.

Over the past year, we’ve onboarded hundreds of new customers, launched enterprise offerings, expanded our team, and welcomed long-term investors backing our vision.

We’re headquartered in Switzerland, with team members across Europe. You’ll join a small and extremely passionate team that values ownership, curiosity, and open-mindedness. We operate with a flat hierarchy where ideas and initiative can come from anywhere. Open and honest feedback is a core part of how we work and grow together.