Executive Assistant (m/f/d)

Blockbrain; Stuttgart; Hybrid; EUR 45,000 - 55,000; Full time

Benefits offered by this job

Deutschland-Ticket

Wellpass fitness

AI tools access

Company off-sites

MacBook

iPhone

Flexible work model

Job summary

Blockbrain is seeking an organized Executive Assistant/Office Manager to support our leadership in Stuttgart. You will own calendars, manage inboxes, arrange travel, and keep daily operations running smoothly so the team can focus on strategic work.

In a fast-paced AI startup, you’ll coordinate meetings, prepare materials, handle confidential information with discretion, and communicate with international colleagues.

Qualifications

• At least three years experience as an Executive Assistant, Office Manager, or in a comparable role, ideally in a startup, scale-up, or fast-paced environment
• Excellent organizational skills and a structured way of working, even when several things move at once
• Confident with MS Office and Google Workspace, plus tools like Slack
• Trustworthy handling of confidential and sensitive information
• A hands-on mentality: no task is too small or too big, and you see work before it is handed to you
• Service oriented and detail oriented, with genuine enjoyment in making others' lives easier
• Fluent German and English, both written and spoken

Responsibilities

• Own our CEO's calendar and inbox proactively: prioritize, prepare, and keep time focused where it matters most
• Report regularly to the Chief of Staff on open topics, bottlenecks, and where action is needed
• Prepare and follow up on meetings with agendas, materials, and clear next steps, so decisions turn into action
• Handle travel planning and booking end to end, from flights and hotels to logistics
• Manage correspondence and email on behalf of the management team, and keep communication flowing
• Coordinate internal and external stakeholders, ensuring alignment, accountability, and follow-through
• Support bookkeeping and finance admin, including invoices, receipts, expense reports, and coordination with our tax advisor
• Handle confidential information with full discretion and act as a trusted point of contact for the leadership team

Skills

Executive Assistant

Organization

MS Office

Google Workspace

Slack

Confidentiality

Bilingual German-English

Tools

Slack

Job description

About Blockbrain

For mid-sized companies, knowledge is the last real competitive lever. Yet knowledge gets stuck in tools and SharePoint folders — or disappears when experts leave. While IT is still planning, employees are already using ChatGPT and the like — without governance, and sensitive data is leaking out.

With the Knowledge Bots platform, Blockbrain creates what companies truly need: AI-powered knowledge management that is quick to implement, flexibly scales, and operates in a compliant manner. Teams use our GenAI building blocks to build tailored AI assistants, agents, and workflows in minutes — just like Lego.

• Series A funded with strong growth momentum (10x product usage & 5x revenue in 2025)
• Enterprise clients such as Roland Berger, Bosch, IONOS, and Harting from industries including manufacturing, finance, and legal — sectors with the highest security requirements
• ISO 27001 certified, EU AI Act ready. Made in Germany.

Why this role, why now

As Blockbrain grows fast, our management team needs someone who keeps everything running behind the scenes and creates the space for them to focus on what matters most. This is not a back-office role. You are the person who makes the whole team more effective, and becomes the go-to person everyone relies on.

This is a rare opportunity to sit close to the center of one of Germany's fastest growing AI startups. You see how decisions are made, take real ownership from day one, and shape how we work as we scale. If you love bringing order to chaos and making other people's day easier, this is for you.

What we expect

• At least three years experience as an Executive Assistant, Office Manager, or in a comparable role, ideally in a startup, scale-up, or fast-paced environment
• Excellent organizational skills and a structured way of working, even when several things move at once
• Confident with MS Office and Google Workspace, plus tools like Slack
• Trustworthy handling of confidential and sensitive information
• A hands-on mentality: no task is too small or too big, and you see work before it is handed to you
• Service oriented and detail oriented, with genuine enjoyment in making others' lives easier
• Fluent German and English, both written and spoken

Expected AI Skills

• Use AI tools in your daily work to draft documents, prepare meetings, and speed up recurring tasks
• Real curiosity to work with our own platform and test new workflows that make coordination smarter and more scalable

We don't expect AI expertise, but the openness to use AI as a daily co-pilot.

Your responsibilities

• Own our CEO's calendar and inbox proactively: prioritize, prepare, and keep time focused where it matters most
• Report regularly to the Chief of Staff on open topics, bottlenecks, and where action is needed
• Prepare and follow up on meetings with agendas, materials, and clear next steps, so decisions turn into action
• Handle travel planning and booking end to end, from flights and hotels to logistics
• Manage correspondence and email on behalf of the management team, and keep communication flowing
• Coordinate internal and external stakeholders, ensuring alignment, accountability, and follow-through
• Support bookkeeping and finance admin, including invoices, receipts, expense reports, and coordination with our tax advisor
• Handle confidential information with full discretion and act as a trusted point of contact for the leadership team

Why us?

• Flexible Work Models: Work where and when you do your best work. You're on-site in Stuttgart 3 days a week, with flexible working hours. After probation, you can also work from abroad for up to 8 weeks per year.
• Benefits That Make a Difference: Deutschland-Ticket, Wellpass fitness membership, access to the latest AI tools, and regular company and team off-sites that bring us together.
• Top Team: Work with an international team of exceptional people who raise the bar every day and love building together.
• High Growth Potential: Don't just shape processes, shape the company. You'll learn fast, take real ownership, and influence where we go next in a fast-growing AI startup.
• Top Equipment: MacBook, iPhone, headset, and every tool you need to do your best work, from day one.
• Very Competitive Package: We offer a highly competitive package overall: a strong fixed salary plus a variable component that rewards the impact you create.
• Salary: 50.000€ fix

Blockbrain is an equal opportunity employer. We celebrate diversity and are committed to an inclusive work environment.