Executive Assistant

Role Overview

As Assistant to the Direction, you provide direct, hands-on support to Helvepic’s CEO. This is a support role by design: your purpose is not to drive the artistic vision, but to give the direction the structure, reliability and visibility it needs to operate with confidence. You are, in practice, a right-hand to the CEO on the operational backbone of the company — finance, HR and administration.

You will report directly to the CEO and work in close, trust-based proximity with him, within a small and highly collaborative team. Your value lies in order, traceability and dependable follow-up: keeping files clean, deadlines met and pending matters visible, so that the direction always has an accurate view of where things stand.

This is a part-time, secondary engagement — around 20% over the year. It is intentionally designed as a complementary activity, well suited to an independent professional or someone already employed elsewhere who is looking for a structured, meaningful side mandate rather than a main job. That said, the role can grow: depending on your interests and availability, you may contribute to specific projects beyond day-to-day operations — project-based accounting being a natural example. Operations are the priority; projects are an opportunity, not an obligation.

At Helvepic, even the most structured work serves something bigger than itself. The people here don’t feel like they are simply doing a job — they are part of a collective adventure that carries real emotional weight and meaning. What we create moves people, and everyone contributes with genuine investment. In this role, your rigor and reliability are not an end in themselves: they are what allows ambitious, emotionally powerful productions to exist and stand on solid ground. We are looking for someone who wants their precision to serve a purpose worth caring about, a person who thrives on method, precision and reliable follow-up, and who takes genuine satisfaction in enabling the direction and making the organization run smoothly.

Key Responsabilities

• Support the CEO in the ongoing follow-up of the company’s bookkeeping, ensuring records are accurate, current and properly documented ;
• Work hand in hand with the external fiduciary on tax filings, withholding tax (impôt à la source), 1st-pillar and social-security contributions, coordinating information and meeting every legal deadline ;
• Handle Swiss HR administration: employee records, social-insurance formalities, contracts and related administrative processes ;
• Act as the administrative relay for the direction: track ongoing matters, follow up on validations, and keep mail threads and pending items structured and visible ;
• Serve as the intermediary on legal follow-up, including liaising with the legal-protection insurance on open cases and coordinating the validation of legal templates with specialist counsel ;
• Maintain clear, reliable follow-up systems so that nothing falls through the cracks and the direction always has an accurate view of open items ;
• Provide the CEO with regular visibility on financial, HR, administrative and legal follow-up, supporting informed decisions.