Executive Assistant to the CEO

Vor 5 Tagen

Darmstadt, Hessen, Deutschland Inheaden GmbH Vollzeit
About Inheaden GmbH: A Global Tech Startup

We are a rapidly expanding international company with offices in Germany, India, and the UAE. We are seeking a highly skilled and organized individual to join our team as an Executive Assistant to the CEO, supporting our global operations and strategic initiatives.

Key Responsibilities:
  • Administrative Support:
    • Manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements.
    • Coordinate and prepare materials for meetings, presentations, and reports.
    • Handle correspondence, emails, and phone calls on behalf of the CEO.
    • Keep a database of all the CEO's business contacts and provide reminders for follow-up emails, calls, and meetings.
  • Communication:
    • Serve as the primary point of contact between the CEO and internal/external stakeholders.
    • Draft, review, and send communications on behalf of the CEO.
    • Facilitate smooth communication within the executive team and across departments.
  • Daily Operations:
    • Ensure the office environment is well-organized and running smoothly.
    • Manage office supplies inventory and place orders as needed.
    • Oversee and coordinate office maintenance and repair activities.
    • Support all internal business administration activities, including managing legal contracts, preparing presentations, and assisting with visa-related inquiries and documentation.
  • Compliance and Governance:
    • Ensure compliance with statutory and regulatory requirements.
    • Maintain corporate records, including minutes of meetings, resolutions, and other legal documents.
    • Manage the company's statutory registers and filings.
  • Board Support:
    • Organize and coordinate board meetings, including preparing agendas, distributing papers, and taking minutes.
    • Assist with the preparation of board reports and other governance documents.
    • Liaise with board members and ensure effective communication.
  • Legal and Regulatory Affairs:
    • Monitor changes in relevant legislation and the regulatory environment.
    • Provide guidance on corporate governance best practices.
    • Assist in the preparation and filing of annual returns and other statutory filings.
    Requirements:
    • Proficiency in speaking, reading, and writing German and English.
    • Exceptional organizational and time-management skills.
    • Strong written and verbal communication abilities.
    • Proficiency in Office Suite and other relevant software.
    • High level of discretion and confidentiality.
    • Ability to work independently and as part of a team.
    • Strong analytical and problem-solving skills.
    Preferred Qualifications:
    • Bachelor's degree in Business Administration, Law, or a related field.
    • Minimum of 2-3 years of experience as an Executive Assistant, preferably in a startup environment.
    • Knowledge of company secretarial duties and corporate governance.
    • A valid German driving license - Class B (PKW).
    Benefits:
    • Opportunity to work with a growing organization with an attractive salary package.
    • Engage in an interesting job with a growing scale-up in a future-proof industry.
    • Enjoy flexible working hours and the possibility of offsite work.
    • Access to free drinks and snacks in the office.
    • Work with the latest hardware setups for a convenient working experience.
    • Opportunity to get a gym membership to stay healthy and active.
    • Be part of a fun community with regular team activities.

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