Senior Executive Assistant (f/m/d)

Overview
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.

TEAM
To bring our vision to life, we work closely with our partners to unlock the transformative power of generative AI. Our Customer Team empowers them by leveraging Aleph Alpha’s sovereign solution stack, ensuring they can harness AI’s full potential with confidence and security.

As the Senior Executive Assistant (f/m/d) to the Customer Team (Director and VP level), you’ll be a key driver of efficiency and impact. You’ll own complex scheduling, meeting coordination, travel, and documentation, while also serving as the main communication link for internal and external stakeholders.

Your Responsibilities

• Calendar Management: Proactively manage the complex calendars of Customer Team Leads (Director and VP level), ensuring seamless scheduling of meetings, appointments, and travel.
• Communication: Serve as the primary point of contact for internal and external stakeholders, representing leadership with clear, timely, and professional communication.
• Meeting Coordination: Organize and prepare materials, capture key takeaways, and drive follow-up actions to ensure accountability and momentum.
• Project Support: Assist in managing strategic projects by tracking progress, anticipating needs, and ensuring deadlines are met.
• Travel & Logistics: Plan and coordinate domestic and international travel, including flights, accommodations, and detailed itineraries.
• Documentation: Draft, edit, and proofread correspondence, presentations, reports, and other high-visibility documents.
• Confidentiality: Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Team Collaboration: Work closely with other executive assistants and cross-functional teams to ensure alignment, efficiency, and smooth operations across the organization.

Your Profile

• Language Skills: Fluent in German and English, with excellent written and verbal communication.
• Experience: Proven track record as an executive assistant or in a similar senior-support role, ideally within fast-paced environments such as consulting, investment banking, C-suite, or scale-ups.
• Organization & Time Management: Outstanding administrative, organizational, and time management skills with the ability to manage multiple priorities seamlessly.
• Adaptability: Comfortable navigating ambiguity and able to thrive in a dynamic, fast-paced environment.
• Ownership & Initiative: Strong attention to detail with a proactive, can-do attitude and a high sense of responsibility.
• Interpersonal Skills: Exceptional communication and relationship-building abilities across all levels of an organization.
• Technical Proficiency: Skilled in Microsoft Office (Word, Excel, PowerPoint, Outlook) with strong email and calendaring expertise.
• Forward-Thinking: Ability to anticipate needs, identify potential challenges, and address them proactively.

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
• Mental health support through nilo.health
• JobRad® 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