Executive Assistant (f/m/d) to Co-CRO
Senior Executive Assistant to a Co-CRO at an AI company (Heidelberg HQ, hybrid), managing calendar, travel, and internal projects in German and English.
Responsibilities
- Manage a busy calendar and schedule meetings for the Co-CRO.
- Support organization and prioritization of incoming emails.
- Organize domestic and international travel and itineraries.
- Prepare meeting materials and track action items.
- Run contained internal-facing projects on behalf of the CRO.
About the role
We are looking for a motivated, highly-organized and detail-oriented (Senior) Executive Assistant to support one of our two Co-CROs. The role can be full or part-time in our Heidelberg HQ, perfect for an experienced EA looking for a change or returning to the workforce.
You will work as part of the CRO Office within a collaborative support team, ensuring the Co-CRO’s day-to-day operations run smoothly. While you will have guidance from the broader team, we value someone who is eager to take ownership of their tasks and who brings a proactive and flexible "can-do" attitude to every challenge.
Your
responsibilities
- Calendar Coordination: Manage a busy calendar, scheduling meetings, and ensuring the Co-CRO is well-prepared for their daily appointments.
- Inbox Management: Support with organization and prioritization of incoming e-mails.
- Travel Arrangements: Organize domestic and international travel, including booking flights, hotels, and local transport, and preparing clear itineraries.
- Expense Handling: Organize and submit monthly expense reports accurately and on time.
- Meeting Support: Help collect and prepare meeting materials and presentations. Track action items and remind the team of upcoming deadlines.
- Project Management: Step in on behalf of the CRO and run contained internal-facing projects across various topic areas such as P&C, striving to define sustainable processes where possible.
- Team Support : Provide organizational expertise to the broader Research organization for team meetings, special events, offsites, and the like.
Your profile
- Significant prior Experience as an Executive Assistant in 1-2 fast-paced environments, can include project management or similar tasks.
- Language Skills: Professional working proficiency in both German and English
- Reliability & Detail: You are someone who catches the "small things" and takes pride in delivering high-quality and accurate work.
- Proactive Mindset: You don't wait to be told what to do; you look for ways to be helpful and enjoy solving problems independently.
- Discretion: You understand the importance of confidentiality and handle sensitive information with the utmost integrity.
- Tech Savvy: Comfortable using the Google Suite, Slack and Jira and quick to learn new digital tools.
- Quick-Thinking & Adaptable: You stay calm when plans change and pivot between different tasks quickly and easily.
What you can expect from us
- Become part of an AI revolution!
- 30 days of paid vacation
- Access to a variety of fitness & wellness offerings via Wellhub
- Mental health support through nilo.health
- JobRad® Bike Lease
- Substantially subsidized company pension plan for your future security
- Subsidized Germany-wide transportation ticket
- Budget for additional technical equipment
- Flexible working hours for better work-life balance and hybrid working model
- Virtual Stock Option Plan