Executive Assistant & Finance Officer

About the role

Are you a proactive and highly motivated individual who is passionate about working independently on a variety of office managerial duties? We are looking for an energetic and broadly experienced Executive Assistant to support our Executive Director (ED) as well as carry out relevant administrative, financial and related duties.

In this role, you will mainly support the ED of Transform Health in day-to-day operations such as meetings, expenses, events and travels as well as other secretarial and logistical or project-related tasks. Additionally, you will assist other team members in administrative tasks and processes and continue to further personally develop beyond pure executive assisting matters.

The role requires strong organisation skills, with responsibility for planning and setting up meetings, handling diaries, liaising with attendees at all management levels and ensuring that logistics are well executed. The role also requires strong financial and project management skills 

Main tasks and activities:

  1. Keep track of deadlines and related incoming/outgoing correspondence including managing daily correspondence of the ED.
  2. Filing and tracking expense reports, processing incoming/outgoing invoices via internal software tools. Producing financial reports from these tools as required.
  3. Facilitate signing procedures for Executive Board/Executive Director through DocuSign including LOIs, service agreements, MoUs, payments, remittances etc. 
  4. Support in legal and statue updating and legal documentation and filing on behalf of Transform Health Association as and when required.
  5. Responsible for any administrative and logistic issues upon request including making and coordinating arrangements for various internal and external meetings and events. Taking and circulation of minutes as required.
  6. Act as a trusted person and manage calendars, meetings, travels as when required including the set up thereof.
  7. Organising and maintaining information on  google drive, slack, Xero and other tools used by the team.

About you:

The ideal candidate must possess the following requirements with or without reasonable accommodation.

  1. You have more than 5 years working experience in a relevant and similar post.
  2. A Bachelor’s degree in social sciences, public health, business or public administration, or related degree.
  3. Ability to review, edit and write reports in English. Very good command of English both written and spoken at a C2 level.
  4. Experience taking and transcribing grammatically correct and concise meeting minutes.
  5. Ability to coordinate and administer meetings using digital communication platforms/ applications.
  6. Ability to use business email systems managing more than one user account simultaneously, shared calendar usage, conference meeting booking, recurring events, attachments for email and calendar invites (e.g. google mail).
  7. Technical software skills: Formatting, layout, design capabilities.Proficiency with MS Office programs (PowerPoint, Excel and Word) and Google and its related applications and comfortable with learning new tools and applications as required.
  8. Experience supporting work planning, developing timelines and tracking progress against deliverables.
  9. Proficiency, experience and comfortable with reviewing, managing and reporting on financial-related information.
  10. Demonstrated interest in digital health, public health, global health.
  11. With a minimum of  5 years work experience, experience in a virtual environment with a multicultural team would be an advantage.

Other skills:

  1. Ability to work independently in a self-directed, results-oriented environment at a fast pace with strict deadlines. 
  2. Entrepreneurial, flexible, creative, energetic, hard-working and unafraid of challenges. Open to working in a start-up and taking on different hats to deliver against common goals and objectives. This may include working at uncomfortable hours at times to cater towards a global team based across continents, including at times early morning and late evening calls.
  3. Service orientated – always responsive to given needs and reaching out to help.
  4. Excellent organisational skills with the ability to prioritise requests and deadlines
  5. Exceptionally attentive to detail and time management
  6. Ability to take the initiative and to anticipate possible issues, as well as the ability to respond quickly to challenges
  7. Ability to work under pressure and demonstrate flexibility and adaptability.
  8. Goal oriented, enthusiast, a “will do” attitude and a positive attitude person by nature
  9. Ability to handle confidential information discreetly with the highest level of integrity
  10. Able to work independently and also be a team player and hyper collaborative
  11. Strong communication skills, self-motivated, proactive and results driven person with an ability to maintain a high level of energy and passion

Reporting & Accountability

This position will report to the Executive Director. The Executive Assistant will also work closely with the Operations & Business Lead and other members of the enabling function in carrying out their role.


Flexible – home based.


The successful candidate will receive a 1 year contract with a possible extension (dependent on funding). The contractor will be expected to work 42 hours per week and will be entitled to 25 days off, observations of Swiss public holidays and 5 days sick leave per annum. 


The contractor will receive a total remuneration of $30,000-35,000 per annum dependent on relevant experience. 


We encourage particularly candidates from low- and middle income countries to apply.

To apply for this exciting role and become part of a highly fun and dynamic team, please submit your application including 3 page CV and cover letter outlining your relevant experience by 31 March 2023 to [email protected]  with the subject : EA and Finance Officer

Successful candidates will be contacted by email and invited for an interview.