Executive Assistant (f/m/d) to Co-CRO

Job description

We are looking for a motivated, highly-organized and detail-oriented (Senior) Executive Assistant to support one of our two Co-CROs. The role can be full or part-time in our Heidelberg HQ, perfect for an experienced EA looking for a change or returning to the workforce. You will work as part of the CRO Office within a collaborative support team, ensuring the Co-CRO’s 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 who brings a proactive and flexible "can-do" attitude to every challenge. YOUR RESPONSIBILITIES: - Calendar Coordination: Manage a busy calendar, scheduling meetings, and ensuring the Co-CRO is well-prepared for their daily appointments. - Inbox Management: Support with organization and prioritization of incoming e-mails. - Travel Arrangements: Organize domestic and international travel, including booking flights, hotels, and local transport, and preparing clear itineraries. - Expense Handling: Organize and submit monthly expense reports accurately and on time. - Meeting Support: Help collect and prepare meeting materials and presentations. Track action items and remind the team of upcoming deadlines. - Project Management: Step in on behalf of the CRO and run contained internal-facing projects across various topic areas such as P&C, striving to define sustainable processes where possible. - Team Support: Provide organizational expertise to the broader Research organization for team meetings, special events, offsites, and the like. YOUR PROFILE: - Significant prior Experience as an Executive Assistant in 1-2 fast-paced environments, can include project management or similar tasks. - Language Skills: Professional working proficiency in both German and English - Reliability & Detail: You are someone who catches the "small things" and takes pride in delivering high-quality and accurate work. - Proactive Mindset: You don't 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, Slack and Jira and quick to learn new digital tools. - Quick-Thinking & Adaptable: You stay calm when plans change and pivot between different tasks quickly and 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 https://wellhub.com/de-de/ - Mental health support through nilo.health http://nilo.health - JobRad® https://www.jobrad.org/ 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