Chief Executive Officer's Executive Assistant

vor 3 Wochen

Darmstadt, Hessen, Deutschland Inheaden GmbH Vollzeit
About Inheaden GmbH: We are an innovative technology startup with a global presence. We seek an individual who embodies a startup mentality and is eager to contribute to our mission of advancing technology on an international scale. Become a vital part of our dynamic community.

Position Summary: As the Executive Assistant to the CEO, you will be instrumental in facilitating the CEO's daily functions, strategic projects, and administrative responsibilities. You will also manage corporate governance tasks, ensuring adherence to legal and regulatory standards. This role offers a unique chance to collaborate closely with our founder and gain valuable insights into the workings of a rapidly expanding startup.
Key Duties:Administrative Assistance:
  • Oversee the CEO's schedule, including organizing meetings, appointments, and travel logistics.
  • Prepare and coordinate materials for meetings, presentations, and reports.
  • Manage correspondence, emails, and phone communications on behalf of the CEO.
  • Maintain a comprehensive database of the CEO's business contacts and provide reminders for follow-ups.
Communication Facilitation:
  • Act as the primary liaison between the CEO and both internal and external stakeholders.
  • Draft, review, and dispatch communications on behalf of the CEO.
  • Ensure effective communication within the executive team and across various departments.
Operational Management:
  • Guarantee that the office environment is organized and functioning efficiently.
  • Manage inventory of office supplies and place orders as necessary.
  • Oversee and coordinate maintenance and repair activities within the office.
  • Support all internal business administration tasks, including managing legal contracts and assisting with documentation.
Compliance and Governance:
  • Ensure adherence to statutory and regulatory obligations.
  • Maintain corporate records, including meeting minutes and legal documents.
  • Manage the company's statutory registers and filings.
Board Coordination:
  • Organize and facilitate board meetings, including agenda preparation and minute-taking.
  • Assist in the creation of board reports and governance documentation.
  • Coordinate communication with board members to ensure effective collaboration.
Legal and Regulatory Oversight:
  • Monitor changes in relevant legislation and the regulatory landscape.
  • Provide insights on best practices in corporate governance.
  • Assist in the preparation and submission of annual returns and other statutory filings.

Qualifications:
  • Bachelor's degree in Business Administration, Law, or a related discipline.
  • 2-3 years of experience as an Executive Assistant, ideally within a startup context.
  • Fluency in both German and English, with strong written and verbal communication skills.
  • Familiarity with company secretarial responsibilities and corporate governance.
  • Exceptional organizational and time-management capabilities.
  • Proficiency in Office Suite and relevant software applications.
  • High degree of discretion and confidentiality.
  • Able to work independently as well as collaboratively within a team.
  • Strong analytical and problem-solving skills.
  • A valid German driving license - Class B (PKW).

Perks:
  • Opportunity to work with a progressive organization offering a competitive salary.
  • Engage in a stimulating role within a growing scale-up in a sustainable industry.
  • Enjoy flexible working hours and the option for remote work.
  • Access to complimentary beverages and snacks in the office.
  • Utilize state-of-the-art hardware setups for an optimal working experience.
  • Opportunity for a gym membership to promote health and wellness.
  • Be part of a vibrant community with regular team-building activities.

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