Executive Assistant / Assistenz der Geschäftsführung m/w/d

Job description overview:

The Executive Assistant / Personal Assistant will be instrumental in optimizing the productivity and effectiveness of our CEO by managing administrative tasks, facilitating communication, and anticipating needs of both the CEO, the management team and the organisation. This role requires exceptional organizational skills, attention to detail, and the ability to thrive in a dynamic and challenging environment. For the right candidate this is a role to grow and develop in, with the possibility of creating great impact on the future of the company. In this role you will be part of a team that wants to make a difference.

What we offer:

You will be part of a caring, international and multidiscipline team and an important part of the success and growth of the company. You will get a permanent job in a fast-growing, flexible and modern company with a unique, innovative and scalable technology. Flat hierarchies and fast decision-making processes open many opportunities to make a difference. Flexible working in the office or from home makes it possible to combine work and family life. We offer a competitive compensation and in addition you will benefit from Heaten’s Share program.

Tasks and Responsibilities:

Executive Support:

• Act as the primary point of contact for the CEO, managing communication and scheduling to ensure efficient use of time
• Coordinate and prioritize the CEO’s calendar, meetings, and travel arrangements, taking into account strategic objectives and business priorities
• Prepare and organize materials for meetings, presentations, and conferences, ensuring that the team is well-prepared and briefed on relevant topics
• Support management team with planning and follow up

Administrative Assistance:

• Manage the CEO’s inbox, screening and prioritizing emails, drafting responses, and following up on action items as necessary
• Handle phone calls and inquiries on behalf of the CEO, demonstrating professionalism and discretion in all interactions
• Maintain accurate records, files, and documentation, including confidential information, with a high level of confidentiality and integrity

Project Coordination:

• Support the management team in coordinating and tracking key projects, deadlines, and deliverables
• Collaborate with cross-functional teams to gather information, facilitate decision-making, and ensure timely execution of initiatives
• Proactively identify potential issues or bottlenecks and propose solutions to keep projects on track and aligned with strategic objectives

Strategic Planning and Execution:

• Anticipate the needs of the organization, proactively identifying opportunities for process improvements and efficiencies
• Conduct research, analyze data, and prepare reports to support decision-making and strategic planning efforts
• Assist in the development and implementation of strategic initiatives, ensuring alignment with company goals and objectives

Qualifications we believe is needed to succeed in the role:

• Bachelor’s degree in Business Administration, Management, or related field is preferred
• Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably in a startup and/or fast-paced environment
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively
• Strong interpersonal and communication skills, with the ability to interact confidently and professionally with internal and external stakeholders
• High level of discretion, integrity, and confidentiality when handling sensitive information.
• Proficiency in Microsoft Office suite and other productivity tools.
• Ability to thrive in a dynamic and challenging environment, adapting quickly to changing priorities and demands.
• Excellent communication skills in German and English