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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.