The Executive Assistant provides high-level administrative, organizational, and strategic support to the CTO and the CSO. The role ensures seamless execution of daily priorities, drives proactive coordination across stakeholders, and enables executives to focus on strategic activities. The Executive Assistant acts as a trusted partner, representing the executive with professionalism, discretion, and business acumen.
Executive Support & Coordination
Manage complex calendars, scheduling, and prioritization of meetings based on strategic importance.
Organize domestic and international travel, including itineraries, visas, accommodation, and expense reports.
Prepare executives for meetings through agendas, briefings, background research, and pre-read materials.
Ensure timely follow-up on open items, action points, and deadlines.
Communication & Stakeholder Management
Draft and review communications, presentations, and correspondence on behalf of the executive.
Serve as the first point of contact for internal and external stakeholders.
Screen, prioritize, and route inquiries; manage sensitive information with absolute confidentiality.
Facilitate efficient communication between executives, management teams, and global teams.
Meeting & Event Management
Plan and coordinate executive-level meetings, workshops, and leadership offsites.
Capture and distribute minutes, track follow-up actions, and ensure accountability.
Coordinate logistics for board meetings, investor meetings, or global functional meetings.
Information & Document Management
Prepare high-quality documents, presentations, and reports (e.g., board decks, KPIs, business reviews).
Maintain organized filing systems for contracts, records, and confidential documents.
Support budget tracking, purchase orders, and vendor management when required.
Project & Process Support
Support cross-functional projects in collaboration with HR, Finance, Communications, and Operations.
Drive small projects from concept to execution (e.g., communications, event planning, process improvement).
Identify opportunities to streamline workflows, digitalize processes, and improve efficiency.
Qualifications
Proven experience (5–10 years) as Executive Assistant, ideally supporting C-level leadership.
Strong organizational, planning, and prioritization skills.
Excellent written and verbal communication skills.
High proficiency with MS Office; strong PowerPoint and Excel skills.
Ability to manage confidential information with integrity and discretion.
Experience in fast-paced, global, or matrix organizations is a strong plus.
Business-level English required; German advantageous.
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