Executive assistant

About Proton  Join Proton and build a better internet where privacy is the default Proton was founded in 2014 by scientists from CERN on a simple truth: privacy is a fundamental human right. Since then, we’ve built the world’s largest encrypted email service (Proton Mail) and expanded into Proton VPN, Proton Drive, Proton Pass, and Proton Calendar—tools used by millions globally to protect their freedom, fight censorship, and keep their data safe. In some situations, Proton has literally helped save lives! We are profitable, independent (no VC control), and selectively hire from the top ~1% of applicants. Our 500+ team members across 50+ countries come from leading organizations and elite academic backgrounds. We move fast, keep hierarchy light, and prioritize impact over optics. If you want to do meaningful work with exceptionally high-caliber people, this is it. Join us and do work you can truly be proud of. Check our open-source projects here! The Role This is Proton’s first Executive Assistant hire. You will work directly with the CEO, keeping his schedule, logistics, and day-to-day running smoothly so he can focus on what matters most. The role starts at a minimum of 50% and is designed to grow: as trust builds, so will your responsibilities. We are looking for someone at the start of their career, or someone who values flexibility and wants to build something from scratch alongside a fast-moving executive team. What matters most is not years of experience. It is reliability, discretion, good judgment, and a genuine willingness to do whatever it takes, for this role, no task is too small. What You’ll Do * Manage the CEO’s calendar: schedule and reschedule meetings, protect focused work time, and make sure the right things happen at the right time. * Know the CEO’s schedule well enough to coordinate on his behalf — which days he doesn’t take meetings, when he’s traveling, what’s happening before or after a commitment so time doesn’t get booked incorrectly. * Book meetings and coordinate with internal and external stakeholders directly, representing the CEO’s preferences clearly and professionally. * Coordinate executive team meetings, management reviews, and board meetings, including logistics and follow-up. * Handle travel planning end-to-end: flights, hotels, ground transport, itineraries, and any changes along the way. * Take care of personal tasks and errands as needed — this is a role where no task is beneath you and being helpful is the job. * Support ad hoc projects as they come up, with minimal direction and good follow-through. Who You Are * Reliable above all else: when you say you’ll do something, it gets done. No reminders needed. * Discreet: you will be close to sensitive information, and you treat that with the seriousness it deserves. * A quick learner: you pick things up fast, ask good questions, and don’t make the same mistake twice. * Calm and organized under pressure: when plans change — and they will — you adapt without drama. *  A clear communicator in English, written and verbal; additional languages (especially German or French) are a real plus. * Genuinely helpful by nature: you think in terms of what needs to get done. What We Offer * Work that Matters: millions of people trust Proton with their privacy. We answer only to our users — not advertisers, not investors with conflicting agendas, not governments. The work you do here is real, and the impact is measurable. (read more about our impact here) * Stock Options: at Proton, we all have the opportunity to be owners of the company. From day one, you have a real stake in what we're building. When Proton wins, you win. * Technology: you'll get the right hardware and the right software you need to do your best work. * Learning & Development: we invest in your growth because sharp people make us better. Proton is one of the fastest ways to accelerate your career because you'll be thrown into real challenges, with real ownership, from day one. * Employee Benefits: your wellbeing isn't an afterthought. We offer strong health coverage, solid retirement options, generous leave, and wellness support so you can bring your best self to work every day * In-Person Collaboration: Amazing things happen when passionate, smart, and purposeful people get together in the same room. With offices across Geneva, Zürich, Barcelona, London and more, you'll spend most of your time collaborating face-to-face with people who genuinely care about what they're building * Food: Lunch and snacks are on us every day in our offices so you can focus on the work and not on what's for lunch. * Transport: getting to the office shouldn't cost you. We cover public transport, bike allowances, or parking, whichever works for you. * Flexible Working: you own your schedule. Set hours that work for you and your team — because outcomes matter more than when the clock says you started. Our Commitment to Diversity and Inclusion At Proton, we believe diversity drives innovation and strengthens our mission to provide privacy as a default for all. We are committed to fostering an inclusive environment where all individuals, regardless of race, ethnicity, gender, age, sexual orientation, physical ability, or socio-economic background, feel valued and empowered. We strive to create equal opportunities, promote open dialogue, and support continuous learning to ensure every voice is heard and respected. If you need any extra support or reasonable adjustments during the hiring process, please let your talent partner know. Candidate Privacy Notice When you apply for a position, refer a candidate, or are considered for a role at Proton Technologies AG (Proton, we, us, or our), your information is stored in Greenhouse, in accordance with their Service Privacy Policy. This information is used to evaluate your suitability for the posted position. We also retain this information for consideration for future roles that you may apply for or that we believe may align with your background and skills. If we no longer have a legitimate business need to process your information, we will either delete or anonymize it. Should you have any inquiries about how we use or manage your information, or if you wish to access, correct, or delete your data, please contact our privacy team at careers@proton.ch. Proton does not accept unsolicited resumes from any sources other than directly from candidates. We will not pay a fee for any placement resulting from an unsolicited offer, even if the candidate is subsequently hired by Proton. To learn more about our privacy policy, please visit our privacy policy page.  #LI-Onsite

OVERVIEW Are you an experienced Executive Assistant (EA) with a proven track record of working in a busy and fast-paced environment and have strong organisational skills? If you are looking to work for a company where no two days are the same, enjoy working on your own initiative and have a real sense of responsibility, read on as this may be the role for you.   THE ROLE You will be working within a team of EAs to provide support across our Business Units. This includes intensive diary management, internal meeting support, arranging workshops and client visits, and organising complex international travel. You will be given the autonomy to manage your own workload and should have a proactive approach to the role. There will be times when you work in conjunction with the wider EA team on tasks such as internal and external events and provide cover when needed. This is an office-based role with the flexibility to work from home.   RESPONSIBILITIES * Provide effective calendar management and time planning support for senior leaders. * Coordinate and support meetings, including preparing agendas and taking minutes. * Liaise with clients to arrange site visits and ensure a professional experience. * Work with colleagues to organise client tours and provide on-site administrative support. * Manage international travel arrangements, ensuring compliance with company policies. * Handle general administrative tasks such as expense reports, purchase orders, and meeting coordination. * Support projects through preparation of presentations, reports, and correspondence. * Process statements of work and obtain signatures for contracts  * Coordinate and support new starter inductions. * Collaborate with internal teams (e.g. Accounts, Logistics, Reception) to ensure smooth operations. * Work with your line manager to maintain business continuity and minimise disruption, particularly during absences. * Build and maintain strong working relationships across the business.   WHAT CAN YOU BRING? * Significant and relevant experience within a similar role * Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and video conferencing tools (e.g. Microsoft Teams, Zoom). * The ability to juggle multiple tasks, prioritise effectively, and manage competing demands with composure. * Strong attention to detail and accuracy, particularly in scheduling, communication, and document preparation * Strong communication skills * Complete reliability handling confidential, often sensitive information. * Proactive team player with a strong desire to muck-in where required Some projects at Cambridge Consultants are subject to security restrictions. This role requires you to obtain a Security Check level security clearance ( https://www.gov.uk/guidance/united-kingdom-security-vetting-applicant ). You must be able to work in the UK without restrictions in accordance with UK National Law and be prepared to successfully undertake an appropriate level of UK National Security Vetting according to UK Government National Security Vetting criteria. ---------------------------------------------------------------------------------------------------------------------------------- By submitting an application to Cambridge Consultants, you confirm that the information provided in this application, together with any supporting documentation, is true, complete, and accurate to the best of your knowledge and belief. You understand that any false statement, misleading information, or material omission may render you liable to disqualification from the recruitment process, withdrawal of any offer of employment, or dismissal without notice if discovered following appointment. You acknowledge that the organisation reserves the right to verify the information supplied. ----------------------------------------------------------------------------------------------------------------------------------