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Executive Assistant & Project Coordinator

  • Mendrisio, Ticino, Switzerland

Job description

PLEASE NOTE: this role is based in our Swiss Office in Mendrisio, Switzerland, which is 7km over the border from Italy and easily commutable from Milan, Como, Varese or Lugano. We are also happy to assist with your relocation to this beautiful part of Europe and we have a hybrid remote working policy.

This is a key support role to the Chief Product Officer (CPO) and their team. It is responsible for working with the CPO and their leadership team – to plan, coordinate and implement key initiatives across the WFL Product teams. This activity will span strategic projects such as restructuring and product launches, through to more day-to-day matters such as supporting to prepare for key meetings and staff updates/communications.

You will also oversee the CPO’s diary (and also support the CPO’s leadership team with diary management activity) – this is a key job that is vital to the successful running of the CPO’s office. You will need to allow time for key meetings, prep time, strategic thinking and travel. Your attention to detail, deadline-driven approach and loyalty to the role/team will ensure the smooth running of the CPO’s office (and in turn the business).


The role will need to manage multiple competing priorities including (but not limited to) supporting the CPO and their team to:

• Coordinate and help prepare for key meetings including the Monthly Product Review Meeting, wider leadership meetings and All Staff Updates.

• Work hand in glove to support the CPO to prioritise and manage workloads freeing up their time to focus on strategic initiatives.

• Work with the CPO to help to prepare presentations and speeches for internal and external meetings – managing change iterations quickly and with high attention to detail

• Support the CPO in all aspects of external relations, including planning for and execution of key business events (e.g. speaker engagements/industry talks).

• Provide an ear to the ground for the CPO and their wider team on morale and culture, key people issues or communications challenges.

• Support the wider CPO leadership team with the more operational activities associated with running large teams including coordinating budget submissions, supporting to manage expenses approvals, liaising with central IT for new starter induction set up etc.

• Project manage key product team projects on behalf of the CPO ensuring any blockers are identified and flagged, workstreams are working to deadline and key stakeholders are kept abreast of the latest project updates. Note this is likely to require you to chair key project update meetings.

Job requirements

Attention to detail – the role will be involved in key strategic projects, so it is important they are across the detail of all of this. Key meetings, internal communications etc – they all require high levels of attention to detail, particularly as their work reflects that of the CPO and senior product team more broadly.
Independent thinker – you will be encouraged to contribute to internal debates/challenges and so it is important that you come willing to engage with the CPO’s offices challenges and help to problem-solve solutions. You will also be required to come prepare with solutions to key issues you may uncover – rather than wait to be told exactly what to do.

Highly organised – things that the CPO’s office is in control of cannot be forgotten or overlooked and this will require a highly organised and forward-thinking approach.
Forward-thinking – the CPO’s office needs to be well-run and that means always having one eye on future requirements as well as today.
Creativity – the CPO’s office needs to use creative ideas to solve big problems, you will be encouraged to think creatively and contribute your opinion/ideas to discussions, so be prepared to use your creativity to come up with new solutions to problems.

Diplomacy – you will not have any direct reports but will need to work with lots of different stakeholders from across the business (whom you will often be requesting information or work from) so you need to be good at making friends and influencing people.
Communications Skills – Outstanding communication skills, both written and verbal.
Emotional Intelligence – Reading people well using your strong emotional intelligence to approach sensitive situations with the right combination of tact and diplomacy.

Adaptability – you have to be agile in your approach and adapt your ways of working and the communications style to your exec member and their department.

Discretion – you will be exposed to highly confidential information and so it is vital that you are highly discreet and can be trusted to maintain confidentiality at all times.


  • Competitive compensation
  • Four weeks of paid vacation per year (that increases to five weeks after two years with the company!) plus one day off per year to volunteer at your favorite non-profit