Executive Assistant (fmd) to the CEO

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.

We are looking for a motivated highly organized and detail-oriented Executive Assistant to support one of our Co-CEOs. The role can be full or part-time in our Heidelberg HQ perfect for a high-potential individual who is early in their career an experienced EA looking for a change or returning to the workforce.

You will work as part of a collaborative support team ensuring the Co-CEOs day-to-day operations run smoothly. While you will have guidance from the broader team we value someone who is eager to take ownership of their tasks and bring a can-do attitude to every challenge.

Your responsibilities:

• Calendar Coordination: Managing a busy calendar scheduling meetings and ensuring the Co-CEO is well-prepared for their daily appointments.

• Travel Arrangements: Organize domestic and international travel including booking flights hotels and local transport and preparing clear itineraries.

• Meeting Support: Help collect and prepare meeting materials and presentations. Track action items and remind the team of upcoming deadlines.

• Communication Flow: Support the management of incoming emails and inquiries and flagging urgent matters.

• Expense Handling: Organize and submit monthly expense reports accurately and on time.

• Team Support: Work closely with the existing support team to share information and ensure seamless coverage during office hours.

• Inbox management: Support with organization and prioritization of incoming e-mails.

Your profile:

• Language Skills: Professional working proficiency in both German and English (C1 level preferred).

• First Experience: Some prior experience in an office coordination project management or assistant role (internships or 12 years of experience are a great fit).

• Reliability & Detail: You are someone who catches the small things and takes pride in delivering high-quality accurate work.

• Proactive Mindset: You dont wait to be told what to do; you look for ways to be helpful and enjoy solving problems independently.

• Discretion: You understand the importance of confidentiality and handle sensitive information with the utmost integrity.

• Tech Savvy: Comfortable using the Google Suite and quick to learn new digital tools.

• Adaptable: You stay calm when plans change and pivot between different tasks easily.

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

• 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

Required Experience:

Chief