Personal Assistant and Administrative Coordinator

Job Title: Executive Personal Assistant, Full-time
Company: Dialectic Alpha Machine AG
Location: Zug, Switzerland

Company Overview:

Dialectic Alpha Machine AG, a Swiss-based crypto-native organization of builders and investors is seeking a top-flight senior executive assistant to support a polymath founder and coordinate a wide range of exciting projects and topics. This is an excellent opportunity to join a fast-growing capital fund, focused on investing in emerging crypto and blockchain technologies and novel cultural projects.

Job Summary:

We are seeking a highly organized, self-starter Personal Executive Assistant to provide support to our founder in a variety of fields. The ideal candidate will have experience in managing heavy calendars, complex international travel, administrative support, and personal support duties along with interfacing with a number of team members. Further, the ideal candidate should have some tacit interest in quantified self, bio-tracking and consolidating both health data and financial data for visual representation. The candidate should be highly flexible, adaptable, detail-oriented, possess excellent communication skills, have experience handling C-suite executive matters, and be able to handle multiple tasks simultaneously with a “no job too big or too small attitude.”

Responsibilities:

• Provide administrative support to the founder, his family, and the team as requested.


• Manage heavy calendar management and scheduling, including setting up meetings, conference calls, and video conferences across multiple time zones.


• Consolidate financial and health data into spreadsheets for analysis.


• Arrange international travel including flights, accommodations, and visas, and create detailed itineraries.


• Manage personal duties, including coordinating family travel, handling personal finances, and running some errands.


• Ensure that all travel and expense reports are accurately completed and submitted in a timely manner.


• Coordinate with team members on meetings, travel, event planning and other activities.


• Handle incoming and outgoing email communications, including inbox management.


• Conduct research on various topics and prepare reports and presentations as needed.


• Use emerging AI/LLM tools to improve their research and development as an executive.


• Perform general office duties such as local errands, grocery orders, overseeing janitorial staff, organizing office supplies into cabinets, filing, photocopying, and scanning documents.


• Be a liaison with clients, vendors, and business partners while maintaining the highest levels of professionalism and confidentiality.

Requirements:

• Minimum of 3 years of experience as an executive/personal assistant or administrative coordinator with C-suite support experience.


• Experience working in a startup environment, where everybody is expected to “roll up their sleeves” to get the job done.


• Strong spreadsheet skills.


• Some experience using AI co-pilot tools and LLMS.


• Excellent organizational and time management skills with the ability to prioritize tasks effectively.


• Experience in managing complex travel arrangements.


• Strong communication skills, both written and verbal, with fluency in English. German language proficiency is a plus.


• Ability to maintain confidentiality and handle sensitive information.


• Proficiency in Google Suite, Slack, Notion, or Vimcal. Use of AI tools/knowledge of how to utilize them to maximize efficiency is preferred.


• Generally, an open mind and ability to learn new technologies and tools would be helpful.


• Demonstrated ability to work independently and be a self-starter in the office and remotely.


• Bachelor's degree or some quantitative training in a related field is an asset but not required.


• Familiarity with the cryptocurrency and venture capital industries is considered an asset.


• Dialectic is an equal-opportunity employer.

Benefits:
Dialectic offers an exceptional work culture:

• Dynamic and collegiality in a small team working in fields that are shaping the future of our society


• As a modern employer, we offer you contemporary working conditions, a lot of space to develop yourself alongside the company as well as exciting and challenging projects


• Compelling compensation, bonus and participation opportunities


• Exposure to extremely talented people and very interesting clients who have unique investment profiles


• Supportive work and team atmosphere with flat hierarchies and a strong entrepreneurial spirit.


• Dialectic is an equal opportunity employer with strong diversity of ideas.