Executive Assistant (f/m/d) 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-CEO’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 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 1–2 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 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 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 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