SI’s mission is to support multilateral governance actors to think long-term and develop instruments that reduce global catastrophic risks, improve quality of life, and promote agency for present and future generations.
In collaboration with international organizations, governments, think tanks and leading research labs, we translate technical knowledge into actionable policy advice and facilitate decision-making processes with diverse actors, thereby enhancing multilateral governance processes.
The Simon Institute for Longterm Governance (SI) is seeking an experienced Executive Assistant to support the Co-CEOs in all aspects of their work. This role is key to scaling SI’s impact and requires excellent communication, adaptability, and prioritization skills.
Key roles and responsibilities
- Arrange meetings, distribute agenda and documentation in a timely manner, and attend meetings to organise takeaways
- Organise participation in and make logistical arrangements for events (meetings, retreats, receptions, conferences, etc.)
- Organise participation in and arrange logistics for events (meetings, retreats, receptions, conferences, etc.)
- Sort travel (transportation, visas, accommodation, itinerary, briefings, expense claims, follow-up messages)
- Track executive initiatives and ensure timely delivery of action items; proactively setting priorities and freeing up time; manage workflows in an efficient manner; and serve as a sounding board as needed
- Coordinate and prepare board meetings, presentations and reports; distributing updates; monitoring follow-up actions as required
- Serve as first point of contact for internal and external communication, managing inboxes, drafting emails, letters and memoranda for final approval and signature with sensitivity to urgency and cross-cultural communication
- Review and log all incoming correspondence and routes for action/advice to staff with a particular focus on fundraising opportunities and strategic decisions; maintaining a tracking system to ensure timely action
- Maintain and update contact databases and document evidence in our monitoring, evaluation and learning system
- Other duties as may be required.
Experience and skills expected of the post holder
- A minimum of 5 years of work experience, with 2+ years of executive support experience.
- Exceptional written and verbal communication skills in English and French.
- Exceptional attention to detail.
- Excellent time management, prioritization, optimization, and organizational skills.
- Proactive analytical approach to anticipating needs and solving problems.
- Professional demeanor and strong interpersonal skills.
- Ability to maintain strict confidentiality and exercise discretion.
- High adaptability in rapidly changing environments.
- Flexibility to occasionally work outside standard business hours.
Salary and benefits
- Salary: CHF 85,000 – 109,000. We consider a variety of factors when formulating an offer, including but not limited to, the role and responsibilities, work experience, training, skills, expertise, and internal equity. We’re willing to review the salary range for exceptional candidates.
- Start date: As soon as possible, with a strong preference to start in April. Hours: Full-time, flexible hours, and occasional travel.
- Location: In-person in Geneva.
- Employment: Permanent employment with a 3-month probation period.
- Office: We have a well-equipped office in Geneva, and we will pay for high-quality ergonomic equipment (laptop, monitors, etc.).
- Generous vacation: 35 days of holiday each year, plus public holidays. We encourage you to use the full allowance.
- Team retreats and conferences: We hold in-person staff retreats twice a year, to work on our strategy and build strong working relationships.
- Professional development opportunities: We offer a CHF 2,500 allowance each year for professional development. We build in opportunities for career growth through on-the-job learning, increasing responsibility, and role progression pathways.
- Parental leave and support: We offer maternity and paternity benefits that go beyond Swiss legal requirements: this includes up to 6 months of maternity leave, 60 days of flexible paternity leave, 100% salary coverage during leave, flexibility to work from home, unlimited breastfeeding breaks, parental PTO for childhood difficulties, and the option to work at 80% while being paid 100% in the first year after childbirth.
- Wellbeing: We will reimburse wellbeing expenses of up to CHF600 gross per year per – this might include fitness, therapy, coaching – or anything else to support your personal wellbeing.
Application process
- Submit the application form. We expect this application form to take 30-60 minutes to fill in. Please do not spend more than an hour on it. We review candidates on a rolling basis and will close this round on March 16th.
- Complete 1-2 work tests designed to simulate the work you would do if hired and/or evaluate certain skills important for success in the role.
- Attend a remote interview.
- Attend a paid trial day (in-person) to allow you and us to see what it would be like if you worked at SI.
- Submit references.
- Receive an employment offer!