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Earlybird Portfolio Companies

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Executive Assistant (f/m/d)

Aleph Alpha

Aleph Alpha

Administration
Heidelberg, Germany
Posted on Feb 1, 2025

Overview:

As the Executive Assistant to the CCO, you will play a critical role in ensuring the smooth operation of the customer team and enabling the CCO to focus on strategic initiatives.
You’ll be the right-hand person to the CCO, managing their schedule, coordinating meetings, and handling a variety of administrative and operational tasks. This is a unique opportunity to work closely with leadership at a high-growth startup and make a meaningful impact on our company’s success.

Your responsibilities:

  • Calendar Management: Proactively manage the CCO’s calendar, including scheduling meetings, appointments, and travel arrangements.

  • Communication: Serve as the primary point of contact for internal and external stakeholders, ensuring timely and professional communication.

  • Meeting Coordination: Organize and prepare materials for meetings, take notes, and follow up on action items to ensure accountability.

  • Project Support: Assist the CCO in managing key projects, tracking progress, and ensuring deadlines are met.

  • Travel & Logistics: Coordinate domestic and international travel, including flights, accommodations, and itineraries.

  • Documentation: Draft, edit, and proofread emails, presentations, reports, and other documents as needed.

  • Confidentiality: Handle sensitive information with the utmost discretion and professionalism.

  • Team Collaboration: Work closely with other executive assistants and team members to ensure alignment and efficiency across the organization.

Your profile:

  • Fluent in German and English.

  • Proven experience as an executive assistant or similar role, ideally in a fast-paced environment (consulting, investment banking, corporate C-suite, scale-up)

  • Excellent administrative, organizational and time management skills.

  • Ability to deal with high ambiguity, and to prioritize and work efficiently in a fast-paced environment.

  • Strong attention to detail, pro-active can-do attitude and sense of responsibility.

  • Exceptional communication and interpersonal abilities.

  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).

  • Strong email and calendaring skills.

  • Ability to anticipate needs and proactively address issues.

What you can expect from us:

  • Become part of an AI revolution!

  • 30 days of paid vacation

  • Public transport subsidy

  • Fitness and wellness offerings (Wellhub)

  • Mental health platform (nilo.health)

  • Flexible working hours and hybrid working model

  • Virtual Stock Option Plan