Executive Assistant to the CEO & Office Manager (m/f/d)

Darum lohnt es sich

Key Responsibilities Executive Support • Manage complex calendars, scheduling, and prioritization of meetings • Coordinate domestic and international travel arrangements • Prepare briefings, agendas, and follow-up materials for meetings • Act as a gatekeeper, prioritizing incoming requests and communications Operational Efficiency • Proactively identify ways to optimize the CEO’s time and workflows • Anticipate needs and address issues before they arise • Track key action items and ensure timely execution • Support decision-making through preparation of relevant information Communication & Coordination • Serve as a liaison between the CEO and internal/external stakeholders • Draft and manage professional communications on behalf of the CEO • Coordinate cross-functional initiatives and leadership meetings Office Management • Oversee daily office operations to ensure a smooth and efficient work environment • Manage office supplies, vendors, and service providers • Coordinate facilities, maintenance, and workplace logistics • Support onboarding logistics for new hires (workspace, equipment, access) • Organize internal events, team gatherings, and company meetings • Ensure a professional, welcoming, and well-functioning office atmosphere Project & Administrative Support • Assist with strategic projects and special initiatives • Organize documents, reports, and confidential information • Maintain high standards of accuracy and discretion Requirements Experience • 3+ years as an Executive Assistant or similar role supporting senior leadership • Experience with office management or workplace operations • Background in high-performance environments (e.g., fast-growing startups or advanced technology companies) • Exposure to or strong interest in deep-tech industries (AI, quantum computing, hardware, etc.) • Experience working in international or cross-cultural environments Skills & Competencies • Exceptional organizational and multitasking abilities • Highly proactive with a strong sense of ownership • Ability to prioritize effectively across executive and operational tasks • Strong communication skills (written and verbal) • High level of discretion and professionalism • Problem-solving mindset with attention to detail Languages • English: Mandatory (professional fluency required) • Spanish and German: Nice to have Mindset • Service-oriented with a focus on maximizing executive productivity • Hands-on and willing to take ownership of office operations • Comfortable working independently and under pressure What Success Looks Like • The CEO’s time is optimized and focused on highest-impact activities • The office runs seamlessly, enabling team productivity and a positive work environment • Meetings and communications are efficient, well-prepared, and purposeful • Key priorities are tracked and executed without friction • The Executive Assistant acts as a trusted partner and operational backbone of the company What We Offer We offer a highly competitive salary with reallocation benefits in a flexible and inclusive work environment.

Overview We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our CEO while also overseeing day-to-day office operations. This dual role is critical in ensuring both the CEO operates at maximum efficiency and the office environment runs smoothly and professionally.

We are an equal opportunity employer, and hence we welcome people of different backgrounds, nationalities, and experiences.