Personal Assistant to CEO

Job Description: Personal Assistant to CEO of publicly listed biotech investment company

Location: Fully remote with occasional travel to London/South-East UK, Switzerland, Sweden

Scope of role: PA to one person (CEO) but across several cultures/locations and covering both work and personal matters

Are you an exceptional organiser, a proactive problem-solver, able to work independently and remotely, who speaks English and German and is eager to gain deep insight into the work and life of a dynamic CEO leading a publicly listed biotech investment company? If so, this is an opportunity to play a pivotal role in driving efficiency at the highest level of the company by reducing workload, ensuring activities run smoothly, and keeping things organised – all with the flexibility of working remotely. In fulfilling this role, you can feel proud to know that your support behind the scenes leads to the advancement of biotechnological innovation to improve the health of patients and society.

Job Purpose

Work remotely to support and organise the activities of the Chief Executive Officer both in work and personal matters.

Key Accountabilities

• Inbox management: oversee CEO’s email communication including decluttering and rerouting correspondence internally and externally
• Calendar and travel management: Planning and scheduling meetings, conferences, and making travel arrangements with detailed itineraries
• Support during meetings: Provide historical reference by recording meeting discussions (AI-aided) and providing structure by organising an electronic filing system and inputting sensitive data into a CRM
• Data management: Identifying and organising relevant text, data, and graphics, with increasing use of methods such as a Second Brain and AI tools
• Executive management: Prepare and send administrative and tax documents to the proper authorities and organise and maintain limited, confidential HR records
• Admin support: Remote maintenance of office and IT supplies (minimal workload) and liaise with rest of work team (incl. organising team building as well as informal after work occasions)
• Stakeholder liaison: Organise work-check-ins for new projects with VIPs who require complete confidentiality due to sensitive topics being discussed and planned
• Event organising: Organise and help deliver events involving sponsors and VIPs of high importance to the CEO

Initial non-recurring work related

• Get to know all core members of the company team. This will require an initial period with several multi-day stays in Stockholm, Sweden.
• Visit the home locations of the CEO and create key relationships for later remote work coordination

Recurring personal support

• Organise CEO’s health and wellness schedule
• Keep track of and remind CEO of key dates (e.g., birthdays and anniversaries)
• Keep track of paperwork deadlines for taxes and insurance paperwork, incl. electronically file and organise paperwork in German and English
• Support with bi-annual residential community meetings preparation (Kent, UK) and annual community events and get-togethers in Kent, UK and St Gallen, Switzerland
• Organise and support with keeping track of property maintenance (e.g., chase contractors/service providers)

Experience: Proven success as a personal assistant or executive assistant to senior executives with outstanding organisational and time-management skills

Language: Fluent in spoken and written English and German

Proactivity: Self-starter with an ability to anticipate needs, work independently and remotely while staying motivated

Communication: Experience drafting professional documents, maintaining professionalism and confidentiality when handling sensitive business and personal matters

Tech-savvy: Proficient in all aspects of Microsoft Office including – Word, Excel, Outlook, PowerPoint, OneNote with a very keen interest in advanced AI-tools to improve efficiency

Travel: While this role involves minimal travel, you must be able to travel visa-free within Schengen and UK

Keen interest in biotechnology, science, health innovation or organisations that are finding solutions to the most pressing health challenges of our time

Interest in new technologies for PA, notation, and organising and distilling

Fully remote work (with only occasional travel)

Flexible schedule (with certain on-demand help if urgent)

Travel expenses covered without the need for commuting

After initial work period, participation in company bonus scheme

Recruitment process

• You must fulfil all essential requirements to be considered for this position
• You can expect an answer within 10 working days for advancement to the second stage
• For the second stage, we are working with a trusted recruitment agency; your preselected application will be shared with them for an interview process
• Salary range is £45,000-£55,000 depending on experience

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries: Investment Management