Specialist - Admin Assistant

Role Overview

As Admin Assistant in the Office of the Co-Founders & Co-Chairmen, you will play a key role in ensuring smooth daily operations and seamless coordination across multiple projects, meetings, and stakeholders. Working directly alongside the Navigators, you will provide high-level organizational, administrative, and logistical support in a fast-paced, dynamic environment. This role requires exceptional administrative precision, proactive common sense, and the ability to drive smaller projects independently from start to finish.

Your Team

You will be working closely with executive members and their navigators. This team will offer you the opportunity to be at the very pulse of On’s growth, and keep On moving at top speed.

Your Mission

• Support the Navigators in managing the Co-Founder’s day-to-day priorities, meetings, and projects
• Handle scheduling logistics, travel coordination, and meeting preparation 
• Own and execute smaller projects from A to Z with minimal supervision, using strong common sense to drive them to completion
• Maintain and organize documentation, presentations, and follow-up actions after meetings
• Demonstrate a sharp sense of urgency, successfully triaging tasks and flagging critical items in a fast-moving environment
• Support the preparation of materials and briefings for leadership meetings, internal communications, and events
• Support with email drafting, tracking of correspondence, and stakeholder communication
• Assist in planning and logistics for workshops, offsites, and board-related sessions
• Maintain confidentiality and exercise discretion in handling sensitive information
• Natural Ambassadorship, act as a warm, professional, and hospitable face of the Office of the Co-Founders
• Hands-on Attitude, a proactive, solutions-oriented mindset - willing to go the extra mile and tackle ad-hoc tasks to keep the team moving at top speed
• Confident and poised when interacting with high-profile external guests, partners, and global stakeholders

Your Story

• 1-3 years of experience in coordination, executive support, or project administration (ideally in a fast-paced, global environment)
• Strong organizational and multitasking skills with attention to detail
• Excellent written and verbal communication in English / German
• A proactive mindset with the ability to anticipate needs and manage multiple priorities independently
• Positive energy, adaptability, a team-oriented and hands-on attitude
• Commitment to full-time on-site attendance, five days per week; remote work is not possible for this position