Executive assistant to the cto

Berlin
AVIV Group
Executive Assistant
Inserat online seit: 17 Juni
Aufgaben der Stelle

Job Description

The Role
You directly support the CTO and one additional senior leader, ensuring they can operate at full capacity. You manage complexity, protect their time, and take full ownership of everything in your remit — without needing to be asked twice.
You are organised, discreet, and two steps ahead. You thrive in an environment where priorities shift, no two weeks are identical, and the quality of your work directly impacts how effectively leadership functions.
This role requires autonomy, reliability, and a proactive mindset.

What You Will Own
1. Calendar & Time Management

  • You ensure that leadership time is protected, well-structured, and aligned with priorities.
  • Own and manage complex calendars across multiple time zones
  • Make independent scheduling and prioritisation decisions
  • Anticipate conflicts and resolve them before they surface
  • Act as the first point of contact for meeting requests

    • 2. Travel & Logistics

  • You handle all business travel end-to-end, with no detail left to chance.
  • Coordinate flights, accommodation, and ground transport
  • Manage visa applications and travel documentation
  • Prepare full itineraries and handle last-minute changes
  • Ensure smooth travel experiences across all destinations

    • 3. Meetings & Events

  • You plan and run internal gatherings that are well-organised and purposeful.
  • Organise internal meetings, team sessions, workshops, and offsites
  • Prepare agendas, materials, and follow-up documentation
  • Coordinate logistics and ensure all participants are aligned

    • 4. Communication & Administration

  • You keep things moving behind the scenes.
  • Manage correspondence with external vendors and partners
  • Handle expense tracking and reimbursement processes
  • Prepare and format presentation decks using existing templates

    • 5. Light Project Support (nice to have)

  • Track deadlines, maintain backlogs, and send reminders as needed
  • Support the CTO and senior leader on ad hoc coordination tasks

    • Qualifications

    Profile & Experience

  • Proven experience as an Executive Assistant, ideally in a tech or scale-up environment

  • Strong track record of supporting C-level or senior leadership directly

  • Excellent organisational skills with sharp attention to detail

  • Fluent written and verbal communication in English

    • Mindset & Capabilities

  • Highly discreet — you handle sensitive information with care and professionalism

  • Proactive and autonomous — you solve problems before they become problems

  • Calm and reliable under pressure, with shifting priorities

  • Ownership-oriented — you follow through and close the loop

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