Executive Assistant (Remote) (Hourly, ~20-40%)

About Optiml

Optiml is revolutionizing real estate with our Real Estate Decision Intelligence (REDI) software—a new category of AI-powered technology that helps decarbonize buildings while optimizing asset & portfolio performance.

Since our launch in April 2024, we have been scaling across Europe and the US, receiving significant industry recognition and winning three major PropTech awards, including:
🏆 2024 ULI Europe PropTech of the Year
🏆 2024 ZIA PropTech of the Year

We are backed by $6M in pre-seed funding from top-tier US and EU funds, including Innovation Endeavors (the fund of former Google CEO Eric Schmidt), Planet A, BitStone, and Kompas.

Job motivation

We are seeking a motivated, independent, and detail-oriented Executive Assistant (Admin / Support) with Accounting background to support our growing ETH Zurich Spin-off. You’ll play a pivotal role in assuring that our company functions as well as our innovative product.

You’d be excited to work in a dynamic, friendly, fast-growing startup. You speak & write in German and English on a professional level. You bring a systems- and process-oriented mindset, excellent organizational skills, and good time management. You want to take responsibility for office operations and accounting, plus a few ad-hoc tasks (e.g. travel coordination, team event organization) that may change on a weekly basis. Your superpower is that you tame the chaos, because you live & breathe structure and never lose the overview. Sounds like you? Read on…

Accounting & Administration (main responsibility)

• Accounting tasks, including booking of bills /invoices, payments to suppliers, monitoring and reconciliation of bank accounts, expense management, recording and control of cash flows and payments in Xero, etc. → all of this required for the countries of Switzerland, EU countries (e.g. Germany), United Kingdom, and the US
• Overseeing the day-to-day operations of Optiml to ensure efficiency in all administrative processes including office management, mail services, HR Admin, coordination with service providers
• Data management, e.g. of the company's customer relation management databases in Hubspot
• Support in reporting, in the preparation of board and management documents and briefings, coordination of stakeholders, also internationally

Executive assistance (ad-hoc)

• Providing personal support to Founders & senior team such as supporting to managing calendars, scheduling appointments and organizing meetings
• Supporting in organizing travel arrangements, including booking flights, accommodation and transportation
• Planning and coordinating events and social occasions for Optiml team

• Professional competence: Accounting background & sound knowledge in the field of business administration (ideally with Xero)
• Organization and Time Management: Strong organization and time management skills, proven track record of managing multiple responsibilities and delivering high quality results
• Communication: Excellent communication and interpersonal skills, especially communicating effectively with various stakeholders in English and German preferred
• Discretion and Confidentiality: High level of discretion and ability to handle sensitive information confidentially
• Problem solving: Independent, detail-oriented way of thinking and working; ability to solve challenges quickly and effectively
• Swiss or EU citizenship (unfortunately due to size, we can’t support non-EU)

• Direct impact on sustainability, in an innovative startup from the early days
• Fully remote and hybrid options feasible
• Flexible working hours on an hourly contract (20-40%, potential to ramp up over time) to accommodate your schedule