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

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.

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