Executive Assistant to the CEO

At Aleph Alpha, we are shaping the future of AI with European values at the core. The heart of our product is developing cutting-edge generative AI solutions with a strong emphasis on sovereignty, ethical development, and societal benefit. Our generative AI offering empowers businesses, governments, and individuals to achieve their full potential.

We are looking for a motivated, highly organized and detail-oriented Executive Assistant to support one of our Co-CEOs. The role can be full or part-time in our Heidelberg HQ, perfect for a high-potential individual who is early in their career, an experienced EA looking for a change or returning to the workforce.

You will work as part of a collaborative support team, ensuring the Co-CEO’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 bring a "can-do" attitude to every challenge.

Your responsibilities:

- Calendar Coordination: Managing a busy calendar, scheduling meetings, and ensuring the Co-CEO is well-prepared for their daily appointments.

- Travel Arrangements: Organize domestic and international travel, including booking flights, hotels, and local transport, and preparing clear itineraries.

- Meeting Support: Help collect and prepare meeting materials and presentations. Track action items and remind the team of upcoming deadlines.

- Communication Flow: Support the management of incoming emails and inquiries and flagging urgent matters.

- Expense Handling: Organize and submit monthly expense reports accurately and on time.

- Team Support: Work closely with the existing support team to share information and ensure seamless coverage during office hours.

- Inbox management: Support with organization and prioritization of incoming e-mails.

Your profile:

- Language Skills: Professional working proficiency in both German and English (C1 level preferred).

- First Experience: Some prior experience in an office coordination, project management or assistant role (internships or 1–2 years of experience are a great fit).

- Reliability & Detail: You are someone who catches the "small things" and takes pride in delivering high-quality, 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 and quick to learn new digital tools.

- Adaptable: You stay calm when plans change and pivot between different tasks 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 https://wellhub.com/de-de/

- Mental health support through nilo.health http://nilo.health

- JobRad® https://www.jobrad.org/ 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

[https://app.ashbyhq.com/api/images/user-content/aa99046a-07f4-421d-8d6a-afe18d87eb09/a50e378c-994e-4be1-b839-006a4a86fbd3/image.png]