Executive Assistant to the CEO

Executive Assistant to the CEO (60–100%)
Helping the CEO and team stay focused on what matters most.
Gapfruit is a Swiss deep\-tech company building technologies for trustworthy connected devices. We are currently transforming from a technology\-driven startup into a commercially scaling company.
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We are looking for an experienced and highly reliable Executive Assistant to the CEO who brings structure to a fast\-moving environment, thinks ahead and takes ownership of the many things that keep the CEO and team running effectively.
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This is not a purely administrative role. Many of our processes are still evolving, priorities can change quickly, and not everything comes with an established procedure. We are therefore looking for someone who is comfortable with ambiguity, creates structure where it is missing and gets things done without needing detailed instructions.
Your role
You work closely with the CEO while also supporting the wider team where needed. Your responsibilities include:
Managing and coordinating the CEO's calendar, meetings and travel
Preparing meetings, documents and correspondence and following up on action items
Supporting Board, shareholder and investor\-related administration
Coordinating appointments with customers, partners and external stakeholders
Organizing company meetings, events and business travel
Handling documents, invoices and general administration
Coordinating external service providers and office\-related matters
Establishing simple and effective administrative processes where they are still missing
Identifying what needs to be done, prioritizing independently and taking ownership of getting it done
Working at Gapfruit
Gapfruit is in a phase of rapid transformation. This means that not everything is perfectly organized yet, and some structures and processes still need to be built.
You should be comfortable operating in this environment. We value people who stay calm when priorities shift, find pragmatic solutions and create structure rather than waiting for someone else to provide it.
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This is also an on\-site role at our office in Zug. Given the nature of the position and the close day\-to\-day collaboration with the CEO and team, regular presence in the office is essential. Occasional remote work may be possible, but this is not designed as a hybrid or remote position.
What we are looking for
We are looking for someone experienced, dependable and discreet who enjoys creating order in a dynamic environment and making the people around them more effective.
Experience as an Executive Assistant, Personal Assistant, Office Manager or in a similar role
Highly structured, reliable and proactive working style
Comfortable working in an environment where not every process is established yet
Ability to stay calm, prioritize and make pragmatic decisions when several things happen at once
Strong judgment and ability to work independently
Professional communication skills in German and English
Confidence working with senior executives and external stakeholders
High level of discretion when handling confidential and sensitive information
Pragmatic, hands\-on attitude and willingness to take responsibility beyond a narrowly defined job description
We do not expect perfection or a long list of formal qualifications. What matters most is trust, commitment, ownership and a pragmatic approach to getting things done.
Security matters
As a technology and security company, we take information security seriously in every part of the organization. Therefore, a strong awareness of basic security principles is essential. We expect careful handling of confidential information, credentials, devices, documents and external communications, as well as the discipline to follow our security policies and question situations that do not feel right.
What you can expect
Close day\-to\-day collaboration with the CEO and insight into all areas of a growing deep\-tech company
A small, highly skilled team
Real responsibility and a high level of trust
An environment where you can actively create structure rather than simply follow existing processes
The opportunity to shape your role as Gapfruit grows
Long\-term collaboration with room to take on broader responsibilities
If you enjoy creating structure in a fast\-moving environment, naturally think one step ahead, and take satisfaction in making sure things actually get done, we would be happy to hear from you.
Apply
If you are excited, we would love to hear from you!
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