Operations Manager & Executive Support, Zürich (5 days/week on-site, 100%) at WhatDigital

Zurich, Zurich, Switzerland -

Full Time

Start Date

Immediate

Expiry Date

07 Mar, 26

Salary

0.0

Posted On

07 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Operations Management, Executive Support, Problem Solving, Communication, Team Management, Client Relations, Office Management, Event Coordination, Social Media Management, Digital Savvy, Swiss Business Environment, Attention to Detail, Proactive Attitude, Scheduling, Logistics, Research

Industry

Marketing Services

Description

Zürich (5 days/week on-site, 100%) Reports to: Founder (Visionary) Experienced, hands-on, solutions-driven About the Role We’re looking for an Operations Manager & Executive Support who loves variety, solves problems fast, and keeps a growing consultancy running smoothly day-to-day. This role is perfect for someone with agency/consulting experience who enjoys responsibility, structure, and making everything “just work.” This is an evolving role, every month can look slightly different. The list below reflects what’s important right now. About what. AG We are a digital consultancy based in Zurich with a global team of 50+ specialists and our clients range from innovative startups to large global brands. We build modern websites, digital products, and help our clients grow with smart, creative strategies. We deliver first-class quality with passion and commitment, always putting our clients at the center while adapting with creativity and resilience. With boldness and confidence, we lead, embrace challenges, and shape progress together. Your Responsibilities (Operations Manager) Daily Business Operations & Admin Handle small client issues and support client emergencies Keep day-to-day operations smooth and efficient Prepare offers and review proposals for quality Approve smaller payments and keep internal processes clean Prepare and coordinate audits and non-standard queries (e.g. tax, social security, etc.) People & Team Handle team requests (special cases, perks, questions) Support small recruitment decisions Help maintain a positive team environment Organising anniversaries, gifts and personal celebrations Hyping the team, spreading our culture on every possible occasion Client Enquiries & Onboarding Monitor incoming enquiries Follow up on new leads, ensure they are assigned to the right person internally and actioned immediately Support and coordinate the client onboarding journey Ensure every new client starts with clarity and confidence Office Management (Zürich) Ensure the office runs smoothly — always stocked, organised, and functional Order supplies and manage vendor relationships Oversee logistics, maintenance, and office improvements Manage subletting of rooms and handle related coordination Create an environment people enjoy coming to Events & Culture Organise regular aperos at our office Organise bigger Growth Club public events Organise offsites, internal workshops, and team events Coordinate logistics, bookings, and planning Strengthen company culture through well-run experiences Social Media & Website Support Keep the website updated (content, basic edits, small changes) Support our social media presence with posts, updates, and consistency Coordinate with the Founder and team on content when needed Cross-Functional Collaboration Work closely with: Head of Delivery → deadlines, margins, operations Head of Client Relations → client satisfaction Technical advisors → quality & innovation Founder → focus, priorities, clarity Your Responsibilities (Executive Support) Founder Support & Priority Management Manage, prioritise, and protect the Founder’s calendar Proactively block focus time and remove low-value commitments Prepare the Founder for key meetings Follow up on action items with internal and external team Coordinate travel, events, and logistics Keep an overview of all active initiatives and ensure nothing slips Internal & External Communication Draft and send emails, Slack & Linear messages on behalf of the Founder Handle inbound requests and filter out noise Maintain relationship “touch points” with team and clients Prepare meeting summaries and ensure follow-up happens Decision Support Pre-read documents and synthesise key points Flag risks, issues, and decisions that need attention Do quick research or analysis for the Founder when needed Document & Information Management Organise documents, contracts, and key company information Maintain shared folders, templates, and knowledge bases Prepare slides, summaries, and short reports Meeting & Workflow Management Manage weekly/monthly rhythms and internal check-ins Track decisions and keep team members accountable Personal Productivity Support Manage personal admin that indirectly affects work (basic scheduling, reminders, logistics) Help remove friction from daily routines so focus stays high You’re a Fit If You Are A sharp problem-solver Comfortable juggling many small tasks without losing quality Strong communicator who keeps teams aligned and can challenge, support and prioritise Someone who enjoys structure, responsibility, and impact Comfortable owning operational decisions Ability to perform even with limited information and guidance Experienced in service business (8+ years, mid level) Digitally savvy and understanding of the digital domain (i.e. web development, digital marketing) A proactive attitude, attention to detail, and a drive to grow professionally Experienced in Swiss business environment, incl. regulations and obligations of a Swiss AG Mother tongue DE, fluent in CH-DE and EN Why This Role Exists Our Founder currently handles too much — Sales, Strategy, Growth, People, Operations, Finance, and more. You become the operational engine that frees him to focus on the highest-leverage work. The goal: free Luke to focus only on Strategy & Growth. What You Get Work closely with the Founder as the operational right hand Ownership, responsibility, and autonomy A fast-moving environment with high growth ambitions A key role shaping a growing consultancy Growth opportunity to learn new digital skills Perks: Based in our beautiful office in Seefeld, Zurich. International, multidisciplinary team that values learning, improvement, and collaboration. 25 days holiday allowance for full-time employees, plus public holidays off. Personal growth opportunities. Fair compensation and profit participation scheme How to Apply: Apply directly via our website Send us your CV and a 1–3 min intro video in German (we recommend Loom or YouTube), where you explain what attracted you to this role and why we should hire you. 👉 Applications without the intro video will not be considered. Make sure you follow these steps, as we often receive a lot of applications and being organised is critical. We are looking for a team member for the long term and will offer raises and bonuses based on performance as we grow our company and you progress. Therefore, we will only consider applicants who really want the role.

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Responsibilities

The Operations Manager & Executive Support will oversee daily business operations, handle client issues, and manage team requests while supporting the Founder in prioritizing tasks and managing their calendar. This role is crucial for ensuring smooth operations and effective communication within the consultancy.