Executive Assistant to CEO

vor 1 Woche

Munich, Deutschland Aethos Hotels Vollzeit

Please submit your application to careers@aethos.com with your CV and cover letter.


Position Overview:

We are seeking an experienced Executive Assistant to provide comprehensive administrative and strategic support to our CEO at Aethos Hotels. This role requires a proactive, detail-oriented, and adaptable professional who excels in high-stakes environments, possesses outstanding communication skills, and aligns with our CEO’s values of presence, leadership, and balance. As the CEO’s right hand, you will play a pivotal role in ensuring smooth operations across both his professional and personal spheres.


Key Responsibilities:

  • Comprehensive Calendar and Priority Management: Manage the CEO’s demanding professional and personal calendar, coordinating with various stakeholders across multiple companies and teams. Schedule meetings, appointments, and private commitments to ensure a seamless balance between company objectives and family time.
  • Travel Coordination for the Management Team: Manage travel logistics for the CEO and other members of the management team, ensuring efficient and smooth experiences for business-related trips and events.
  • Internal Task and OKR Management: Support the CEO in managing objectives and key results (OKRs) for direct reports, following up on tasks and progress to keep the team aligned and on track with strategic goals. Act as a liaison to ensure key deliverables are met and accountability is maintained across departments.
  • Coordination with the CEO Office Team: Collaborate closely with other members of the CEO Office who oversee functions such as events, board meetings, and finance. Ensure seamless communication and workflow within the CEO Office, aligning efforts and coordinating schedules, resources, and priorities.
  • Preparation and Support for Strategic Meetings: Assist with the preparation of materials, agendas, and documentation for board meetings, internal offsites, and strategy sessions. Ensure all necessary information is gathered, organized, and disseminated to optimize decision-making processes and meeting outcomes.
  • Flexible, Self-Directed Work Style: Operate with autonomy and flexibility, managing your time effectively to meet deadlines and maintain the company’s flow. Work remotely or in-office as required, balancing independent work with proactive support for the CEO.
  • Communication and Relationship Management: Serve as the primary contact point for the CEO with key external stakeholders, including investors, ultra-high-net-worth individuals (UHNW), and other business partners. Maintain professional, timely, and clear communication that reflects Aethos's values and strategic interests.
  • Administrative and Office Management: Oversee daily administrative tasks, such as filing, expense tracking, and office organization, ensuring an efficient, organized environment in-office or remotely. Manage confidential information with the highest discretion.
  • Meeting Preparation and Follow-Up: Organize agendas, take minutes, and ensure follow-up on action items for meetings with the management team, board, and other key stakeholders. Provide structured support to keep projects moving forward and track deliverables.
  • Project and Timeline Coordination: Assist with special projects and initiatives, coordinating timelines, deliverables, and communication across team members and external partners. Support smooth project execution by keeping everyone aligned and informed.
  • Work-Life Balance Support: Help the CEO maintain a healthy balance between his professional responsibilities and family commitments. Proactively protect personal time by managing boundaries around work schedules, assisting with logistics for family-related events, and integrating this approach into overall calendar management.
  • Alignment with CEO’s Vision and Values: Serve as a key partner in the CEO’s vision and leadership approach, supporting his commitment to presence, growth, and balance. Foster an environment that reflects Aethos's culture of excellence, development, and sustainability.


Qualifications:

  • Proven track record of 5+ years as an Executive Assistant or in a similar role supporting high-level executives, ideally CEOs.
  • Exceptional organizational and time management skills, with the ability to prioritize tasks across multiple teams and initiatives.
  • Exceptional empathy and experience in working with a diverse set of people from various backgrounds and cultures. 
  • Strong written and verbal communication skills in both German and English, with experience handling communication with high-profile stakeholders in both languages.
  • Proficiency in iWork and other office productivity tools.
  • A proactive, problem-solving approach, with strong attention to detail and the ability to anticipate needs.
  • High level of discretion, confidentiality, and reliability.


Benefits:

  • Competitive salary and opportunities for professional growth.
  • Inclusive, team-focused environment.
  • Travel perks at Aethos Hotels.
  • Modern office space at scenic Königsplatz in Munich (if based in Munich).
  • Flexible work schedule with remote options, allowing for self-directed work in alignment with company objectives.


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