Office Manager & Founder's Assistant

BLP Digital

Job Overview

Location

Zurich

Job Type

Full-time

Full Job Description

📋 Description

• Run daily operations of BLP Digital’s Zurich headquarters, managing suppliers, contracts, mail, building maintenance, and IT equipment logistics with ownership and precision.
• Spearhead all in-person events including on-site interviews, all-hands meetings, customer visits, offsites, and company celebrations — from venue booking to execution, often under tight deadlines.
• Serve as the primary point of contact and welcoming face for all visitors, candidates, and clients entering the Zurich office, ensuring a professional and positive first impression.
• Manage the founder’s calendar exclusively: prioritize focus time, eliminate non-essential meetings, schedule critical appointments, and ensure all participants are fully prepared ahead of time.
• Handle end-to-end travel coordination for the founder across Switzerland, Germany, the UK, and the US, including flights, trains, hotels, restaurants, and ground transportation.
• Maintain clean and accurate data across key systems by updating CRM entries post-meeting, synchronizing ATS records after candidate interactions, and ensuring no follow-ups are lost between tools.
• Proactively anticipate operational needs before they arise, organizing logistics and communication in advance to prevent delays or misalignment.
• Communicate clearly and consistently across teams and external stakeholders without being prompted, keeping all relevant parties informed and aligned.
• Embrace new technologies and AI tools with curiosity, rapidly learning and integrating them into daily workflows to improve efficiency and accuracy.
• Maintain a calm, positive, and energetic demeanor in fast-paced, high-growth environments where priorities shift rapidly and ambiguity is common.
• Fluently conduct daily business in both German and English, seamlessly transitioning between languages for internal communications, vendor interactions, and external engagements.
• Own the aesthetic and functional environment of the Zurich office, ensuring it reflects the company’s professional standards and supports team productivity and well-being.
• Build and maintain trusted relationships with local vendors, service providers, and building management to secure optimal terms and service quality.
• Ensure seamless coordination between Zurich HQ and the newly launched London office, aligning operational practices and supporting cross-regional initiatives.
• Contribute to the culture of ownership by identifying gaps in processes and implementing solutions without waiting for direction.
• Be the operational backbone of a fast-scaling AI SaaS company with 20,000+ daily active users and 70,000+ automated daily processes across 40+ countries.
• Work directly alongside the founder as a trusted advisor and executor, gaining unique insight into leadership, scaling, and global expansion decisions.
• Shape the evolution of the Zurich office from the ground up, with full autonomy to implement systems, traditions, and workflows that reflect the company’s values and needs.
• Ensure all administrative systems remain error-free and up-to-date, making data integrity a non-negotiable priority.

🎯 Requirements

• Several years of hands-on experience in administration, coordination, or assistant roles with proven organizational skills
• Fluency in both German and English for daily business communication
• Proven ability to manage complex calendars, travel logistics, and event planning with precision and foresight
• Comfort and enthusiasm working with AI tools and new technologies to enhance productivity
• Strong communication skills with the ability to anticipate needs and act proactively
• High school diploma, commercial apprenticeship, Bachelor’s, or Master’s degree — practical competence valued over credential

🏖️ Benefits

• Front-row seat at a fast-growing Swiss AI scaleup with global reach and 20,000+ daily users
• Direct, daily collaboration with a successful founder and insight into leadership and scaling decisions
• Full ownership and autonomy over the Zurich headquarters — shape the culture, environment, and systems
• Real, tangible impact: your work directly supports company operations and growth across 40+ countries

Skills & Technologies

REST

Onsite

Degree Required

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BLP Digital

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About BLP Digital

BLP Digital offers a cutting-edge, AI-native solution for end-to-end Enterprise Resource Planning (ERP) process automation. They serve finance, procurement, logistics, and sales departments by intelligently automating complex document processing and integrating deeply with ERP systems. With over 30 years of family business experience in ERP and research contributions from ETH Zurich, BLP Digital has pioneered a new era of automation. Their platform has already been adopted by over 350 industry leaders, demonstrating significant market traction and a commitment to delivering maximum efficiency and accuracy for businesses seeking to streamline operations.

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