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

Aleph Alpha; Heidelberg; Hybrid; EUR 52.000 - 76.000; Vollzeit

Benefits dieser Stelle

30 days paid vacation

Wellness offerings

Mental health support

JobRad Bike Lease

Pension plan

Germany-wide transit ticket

Equipment budget

Flexible hybrid hours

Stock options

Zusammenfassung

Aleph Alpha in Heidelberg is seeking a (Senior) Executive Assistant to support one of our two Co-CROs from the Heidelberg HQ. The role offers full or part-time options in a hybrid work model, with a proactive and organized candidate ready to take ownership of diverse tasks.

You will work within the CRO Office, coordinating calendars, handling travel, expenses, and meeting material prep, while driving internal projects and cross-team collaboration.

Qualifikationen

• Significant experience as an Executive Assistant in fast-paced environments.
• Proficient in German and English; strong written and verbal communication.
• Discretion, reliability and attention to detail are essential.
• Proactive mindset and ability to work independently in a team.

Aufgaben

• Coordinate a busy calendar for the Co-CROs and prep for meetings.
• Manage inbox and prioritize inquiries for efficient workflows.
• Organize domestic and international travel with clear itineraries.
• Prepare and submit accurate monthly expense reports.
• Support meetings with materials and follow up on actions.
• Step in on internal projects and drive process improvements.
• Provide organizational support to the Research team and events.

Kenntnisse

Calendar management

Email management

Travel planning

Expense reporting

Meeting support

Project coordination

Team support

Tools

Google Suite

Slack

Jira

Jobbeschreibung

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, off‑sites, 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
• 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