Administrative Assistant

Moonlight AI is transforming clinical diagnostics by extracting genomic information from routine microscopic imaging. Our diagnostics platform leverages routine imaging of hematology and cytology smears to detect genomic biomarkers and diagnose complex diseases. Moonlight AI's goal is to make diagnostics faster, more scalable, and more accessible, supporting diagnostic labs with tools they can trust in real-world settings. We’re a focused team working at the intersection of machine learning, medical imaging, and clinical infrastructure, and we’re looking for people who care deeply about building a better future for patients.

Location: Basel, Switzerland or Courroux, Switzerland

Type: Part-time (30 - 40%)

About the Role

We are seeking a highly organized, detail-oriented Administrative Assistant to support the Senior Management. This role is critical to ensuring smooth day-to-day operations across finance, administration, and executive coordination. You will act as a central hub for information flow, documentation, and communication, enabling senior leadership to operate efficiently and effectively.

Key Responsibilities

Finance, Documentation & External Coordination

• Prepare and route invoices and receipts for internal approval or external accounting (VAT, tax filings), ensuring accuracy and timeliness
• Maintain organized records of all financial documents (invoices, receipts, expenses) and support expense tracking and credit card reconciliations
• Liaise with governmental bodies, funding agencies, and external partners to manage administrative and compliance-related communications
• Prepare, compile, and submit required financial and regulatory documentation in a timely and accurate manner

Correspondence Management

• Screen and categorize incoming electronic and physical mail, flagging items requiring urgent attention
• Assist with drafting social media updates and email communications as needed

Administrative Support, Travel & Events

• Coordinate meetings, agendas, scheduling, and travel logistics for senior management
• Perform data entry and maintain lightweight CRM systems related to investors, partners, and hiring candidates
• Support planning and execution of internal and external events

Qualifications

• 2–5 years of experience in an administrative, executive assistant, or operations role

Strong organizational skills with exceptional attention to detail

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills in English and French (German a strong plus)
• Comfortable handling sensitive and confidential information
• Proficiency with standard office tools (e.g., Google Workspace, Microsoft Office) and basic CRM systems (Notion)
• Experience supporting finance or accounting workflows is a plus

What We’re Looking For

• Proactive and resourceful mindset
• Strong sense of ownership and reliability
• Ability to anticipate needs and solve problems independently
• Professional, polished communication style

Company

Moonlight AI AG

Location

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• Courroux, Switzerland

Categories

• Diagnostics
• Platform technologies
• Medical devices/technologies

Type of job

• Administration

Contact information

• Christian Ruiz
• hiring@moonlight-ai.com