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.