Executive Assistant to the CEO (all genders)

Your mission

Work directly with our CEO to turn a fast-moving agenda into clear priorities, smooth operations, and strong follow‑through. Create structure, keep communication flowing, and allow the CEO to focus on the highest‑impact topics.

Anticipate, prioritize, coordinate, and execute. Keep track of internal and external moving pieces, stay calm under pressure, and enjoy being the person who makes things run smoothly.

In your first 3 months, establish a trusted working rhythm with the CEO, build strong systems for calendar and meeting management, and create a reliable way to track priorities, follow‑ups, and stakeholder communication.

Executive support & prioritization

• Manage a complex calendar, including scheduling, prioritization, and protecting focus time
• Coordinate internal and external meetings across founders, partners, researchers, investors, and public‑sector stakeholders
• Prepare agendas, briefing notes, and meeting materials
• Track action items and follow‑ups to ensure nothing gets lost
• Support inbox management by prioritizing requests and flagging urgent topics

Travel, logistics & planning

• Plan and coordinate domestic and international travel
• Organise logistics for events, speaking engagements, partner meetings, and off‑sites
• Handle expense documentation and administrative follow‑up
• Ensure the CEO’s day‑to‑day schedule runs smoothly, even when priorities shift

Stakeholder coordination & communication

• Act as a reliable interface between the CEO and internal or external stakeholders
• Help draft and review presentations, notes, and selected communications
• Coordinate with team members across programs, operations, and ecosystem activities

Operational rhythm & special projects

• Build and improve lightweight systems for planning, documentation, and follow‑through
• Support leadership meetings, all‑hands, and recurring internal formats
• Take ownership of selected cross‑functional projects
• Bring structure into ambiguity and help build scalable processes

Your profile

This role requires excellent organization, sound judgment, and a proactive mindset. You are hands‑on, discreet, reliable, and able to bring clarity and structure in a fast‑moving environment.

What matters most to us

• Experience in an Executive Assistant, Team Assistant, Operations, Office Management, Project Coordination, or similar role
• Excellent organisational skills and a strong sense of priorities
• High reliability and attention to detail
• Strong discretion and confidence handling sensitive information
• A proactive and solution‑oriented working style
• Ability to stay calm in a fast‑paced environment
• Professional fluency in both German and English, written and spoken
• Confidence with tools such as Google Workspace, MS Teams, Notion, and presentation tools
• Comfort working in an early‑stage, mission‑driven environment
• Willingness to work from our Hamburg office on a daily basis

Additionally, it would be a plus if you bring

• Experience supporting senior leadership or founders directly
• Experience in a startup, VC, innovation, or similarly fast‑paced environment
• Exposure to universities, research institutions, or public‑private ecosystems
• Interest in DeepTech, entrepreneurship, and venture building

Why us?

At Impossible Founders, the people behind the impossible are the most important catalyst. That’s why we do everything we can to create a collaborative working environment.

• Responsibility & autonomy: You take on real responsibility from day one and have the freedom to actively shape your role and the company. Output counts, and you are given the freedom you need to do your job in the best possible way.
• Flexible & family‑friendly working: We offer a high degree of flexibility. We meet in the office on Mondays, and on other days attendance is optional with the option to work remotely. This includes our understanding of the needs within a family.
• Meaningful mission & impact: You will work on projects that address real challenges in AI, climate tech, and beyond. You will achieve impact and visibility by working closely with founders, researchers, and leading partners.
• Collaborative culture & diversity: We cultivate a collaborative culture—practical, ego‑free, and driven by shared responsibility. Our team is characterised by diversity and openness. The company language is English so that everyone feels welcome.

Attractive working conditions

• 30 days of vacation
• Deutschland‑ticket
• Central office in a prime location
• Choice of your own hardware

About us

Impossible Founders is one of Germany’s boldest DeepTech startup factories. Our mission: turning groundbreaking technologies into real companies – with the potential to change the world. We collaborate with leading scientists, fearless founders, and renowned institutions. Our ventures emerge in future‑focused fields like Artificial Intelligence, Quantum Technology, advanced materials, and Green Tech.

We welcome applications from all talented individuals, regardless of gender, age, sexual orientation, ethnicity, cultural background, or abilities. Diversity makes our team stronger!