In this part-time role, you will wear many hats — from managing invoicing and keeping an eye on our books together with our bookkeeping agency, to supporting HR processes, research, and marketing activities. You’ll coordinate events, maintain efficient systems, and ensure our executives are free to focus on strategy and growth. This is a hands-on position where no two days are the same: one day you may be preparing briefing materials for an investor meeting, the next you may be streamlining internal processes or organizing a team event. If you want to see how founders work and be right there when a company is built, thrive in a dynamic startup environment and enjoy making things work better, this role offers the opportunity to have a direct impact on our company’s success.

WHAT WE DO

UpCircle.ai builds real-time monitoring tools for recyclers. We help plants all over Europe see what’s in their waste before it hits the line.

UpCircle is revolutionizing the recycling industry bringing cutting-edge AI to where it matters most. Our AI tools  are used everywhere throughout recycling plants. We’re growing fast and we need help.

WHAT YOU’LL DO

🎯 Assist with financial administration (invoicing, bookkeeping, expense tracking, and coordination with external accounting providers)

🎯 Support market, industry, and competitive research to support business development and strategic initiatives.

🎯 Prepare concise dossiers, briefing documents, and background materials for executive meetings and events.

🎯 Contribute to the creation and formatting marketing and outreach materials such as presentations, brochures, social media drafts, and email campaigns in collaboration with the team

🎯 Arrange travel itineraries, accommodations, and process expense reports.

🎯 Coordinate small-scale events, webinars, and workshops, including logistics, communications, and follow-up.

🎯 Take ownership of keeping the office environment organized, functional, and inspiring, from stocking supplies to suggesting upgrades that make our team’s day-to-day smoother and more enjoyable. Ensure operational systems, office tools, and subscriptions run smoothly.

🎯 Support HR and people operations, including onboarding, contract coordination, and team culture initiatives.

WHAT YOU GET

💰 Competitive Pay Package (multiple compensation models depending on job and background).
🧠 Coaching & tight feedback loops
📈 Real insights on how startups work.
🌍 Work that has a real-world impact
🕐 Flexibility (50–60% contract. Zurich-based.

REQUIREMENTS

✅ 3+ years of experience in administrative, executive assistant, or operations support roles. Startup Experience is a plus.

✅ Basic accounting or bookkeeping knowledge and familiarity with invoicing processes.

✅ Proficiency with Microsoft Office Suite, Google Workspace, Bexio and CRM tools (e.g., HubSpot) or willingness to learn.

✅ Strong organizational and multitasking skills, with the ability to manage competing priorities.

✅ Ability to work independently, take initiative, and wear multiple hats in a startup environment.

✅ Excellent written and verbal communication skills in English and German.

✅ Experience producing marketing materials and coordinating small events or webinars.

✅ Self-motivated, detail-oriented, and willingness to learn by working in a fast-paced, dynamic environment.

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UpCircle is an equal opportunity employer. We are committed to building an inclusive and diverse team, and do not discriminate based upon race, color, ancestry, national origin, religion, sex, sexual orientation, age, gender identity, gender expression, disability, veteran status, or other legally protected characteristics.

Starting date: Rolling.