Executive Assistant (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.

Now, we need an exceptional (Senior) Sales Director in Germany to help us position Optiml as the leading force in global real estate transformation.

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…

Tasks

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

Requirements

• 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)

Benefits

• 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