Senior Administration Manager
Switzerland, Geneva, Geneva
Nonprofit/Community/Social Services/International Cooperation
Other
Date of last update: 2026-10-12 (Expiry date: 2026-11-08)
Job description
Verify your compatibility with this job ad
The compatibility is only an indication and should not discourage you from applying if you think your profile matches. It is also not taken into consideration for recruitment.
ClimateWorks Association of Switzerland (CWAS) is a Swiss association (Verein), seated in Geneva and recognised as tax-exempt, established within the ClimateWorks network to channel non-US philanthropic capital into climate action. We are in our founding phase: a small, fast-moving team building the structures, partnerships and processes that will carry significant grantmaking in the years ahead. This is a rare chance to help shape a new climate philanthropy from the ground up.
We are looking for an experienced Senior Administration Manager to be the Executive Director's right hand. This is a broad, senior role in a lean team. You will combine hands-on executive assistant support to the Executive Director with responsibility for day-to-day operations and the coordination of our grant flows. You will be a builder, comfortable creating process where none yet exists, exercising judgement and discretion, and moving between the strategic and the practical in the same day.
This is a combined role by design. In the founding phase the executive assistant element will be significant; as the organisation grows and hires, that element is expected to reduce and the operations and grants remit to expand. We are honest about this so that the role attracts someone who is energised, not frustrated, by that breadth.
Key responsibilities:
Executive support to the Executive Director
- Manage the Executive Director's diary, travel, correspondence and priorities, acting as a trusted gatekeeper.
- Prepare briefings, agendas and materials for meetings, and follow up on actions.
- Handle sensitive information with complete discretion.
Operations
- Run day-to-day operations, including office and coworking arrangements, vendors, and coordination of the organisation's tools and systems.
- Develop and maintain internal processes, policies and administration as the organisation matures.
- Coordinate payroll, human-resources administration and facilities as the team grows, working with our external fiduciary.
Grants coordination
- Coordinate grant administration with our hosted Donor-Advised Fund (DAF) provider, who carry out grantee due diligence, ensuring smooth process, records and timelines.
- Manage regranting and pass-through grant arrangements within the ClimateWorks network, tracking flows, documentation and reporting.
- Act as a reliable process point for funders and grantees on administrative matters.
Governance, finance and compliance support
- Support board and meeting logistics, papers, minutes and the upkeep of registers.
- Support finance administration, including invoices, expenses and budget tracking, in coordination with the fiduciary and auditor.
- Help the Executive Director stay on top of Swiss administrative, compliance and cross-border coordination requirements.
More information
Download attachmentView details
Vacancies: 1
Working hours (%): 80-100% / 100%
80-100% / 100%Type of contract: Staff (Permanent and Fixed Term)
Macro-area: Switzerland
Level of experience: Senior Professional, more than 5 years
Area of work Definition: Environment, Disaster Risk Management DRM, Energy and Resource Efficiency
Area of work: Economics
Type of organisation: Foundations and Private Sector
Join date: End of January / early February 2027
Skills required
Essential requirements:
- The existing right to work in Switzerland (Swiss or European Union / European Free Trade Association national, or a valid Swiss work permit). No sponsorship or relocation is offered.
- Based in Canton Geneva, or able and willing to commute to our Geneva office within a reasonable travel time. The role offers the flexibility to work from home and from the office, with the schedule agreed upon with the Executive Director.
- Several years in a senior executive assistant, chief-of-staff or operations role supporting a principal or leader, ideally in a founding or lean setting.
- A background in the nonprofit or foundation sector.
- Experience in grants and finance administration.
- Experience working within a cross-border or international organisation.
- Fluent English, our working language.
- A self-starter who thrives with autonomy, ambiguity and process-building in a start-up environment.
Desirable:
- French is an asset; German is an asset for federal and Bern-side administration.
- Familiarity with Swiss association (Verein) administration, Swiss payroll and social insurance, or tax-exempt entity operations.
- Experience with donor-advised funds, regranting or pass-through grant structures.
- Experience within a US-affiliated or multi-entity philanthropic structure.
What we offer:
- A founding role with genuine breadth, ownership and influence over how a new organisation is built.
- Direct partnership with, and access to, the Executive Director.
- A competitive salary commensurate with experience and the Swiss nonprofit sector.
- The chance to build something that matters for climate.
Important details regarding your application:
cinfo has been mandated by CWAS to conduct this recruitment. Applications can only be submitted via the "Apply" button in this vacancy on cinfoPoste; applications sent by email or other channels cannot be considered.
Please submit:
- your CV;
- a motivation letter setting out why this founding role fits you.
Further documents and two references will only be requested at a later stage of the process.
Application deadline: 8 November 2026
First interviews: 16 - 17 November 2026
Second interviews: 25 - 26 November 2026
For questions about the position or the recruitment process, please contact Caroline Johnigk, cinfo: recruitment@cinfo.ch

