Executive Assistant to the CEO

n8n GmbH; Deutschland; Vor Ort; EUR 55.000 - 90.000; Vollzeit

Zusammenfassung

n8n GmbH is seeking an Executive Assistant to the CEO to safeguard Jan's time and build scalable executive support systems. You will own the calendar end-to-end, prepare travel itineraries, and develop briefing hubs in Notion with meeting context and follow-ups.

You will coordinate with board members, manage inbound requests, and pull briefing materials for key meetings. A strong automation mindset and attention to detail are essential for success at a fast-growing AI company.

Qualifikationen

• Clear system for managing competing demands and prioritizing tasks for the CEO.
• Protect the CEO's time and boundaries, maintaining professional relationships.
• Coordinate with senior stakeholders and board-level EAs with precision.
• Notice details like time zones and itinerary gaps and act without being asked.
• Experiment with AI and automation tools to improve work processes.
• Direct, decisive collaboration with a founder who works autonomously.

Aufgaben

• Own the CEO's calendar end-to-end and protect his time.
• Build briefings in Notion with meeting context and follow-ups.
• Handle travel logistics and expenses with meticulous detail.
• Coordinate board meetings and stakeholder requests with diplomacy and efficiency.
• Identify and implement automations for daily briefings, travel prep, and reminders.
• Support People team with events and ad hoc projects, ensuring tasks stay on top of the pile.

Kenntnisse

Prioritization framework

Protecting CEO's time

Board/stakeholder coordination

Attention to detail

Automation curiosity

Low ego, high judgment

Tools

Notion

AI/Automation tools

n8n

Zapier/Make equivalents

Jobbeschreibung

Your main goal will be to keep Jan (our lovely, down-to-earth CEO and Founder) operating at full speed, and help build the systems that will scale executive support across n8n.

OWN THE CEO'S TIME AND CALENDAR

• Manage Jan's calendar end-to-end: protect his time, push back where needed, and ensure every meeting is purposeful
• Build and maintain daily briefing hubs in Notion (meeting context, stakeholder backgrounds, follow-ups), formatted to Jan's standards
• Handle travel logistics, expenses, and itineraries with the level of detail that means Jan doesn't have to think twice

COORDINATE BOARD AND STAKEHOLDER RELATIONSHIPS

• Run board meeting coordination year-round, working with investor EAs and board members who have zero tolerance for errors
• Manage inbound requests for Jan's time diplomatically and firmly, without escalating everything back to him
• Pull briefing materials before key meetings by coordinating with the relevant AE, partnerships manager, or finance lead

DRIVE PROCESS, AUTOMATION, AND AD HOC PROJECTS

• Identify and build automations in your own workflows first (daily briefings, travel prep, reminders) then expand from there
• Support the People team on events, IRLs, and ad hoc projects that keep falling to the bottom of the pile
• Spot what's broken before it becomes a problem, and fix it without being asked

REQUIREMENTS

MUST-HAVES

• Prioritization under pressure: You have a clear system for managing competing demands: a real framework for what moves, what waits, and what Jan never needs to see.
• Protective of the CEO's time: You're comfortable saying no to VPs, board members, and external stakeholders, and you know how to hold the line without burning a relationship.
• Board and stakeholder coordination: You've coordinated with senior stakeholders or board-level EAs and know what precision means at that level.
• Attention to detail: You notice things others miss (time zone conflicts, itinerary gaps, a meeting that should never have been booked) and act without being asked.
• Automation curiosity: You actively experiment with AI and automation tools to improve how you work, not just in theory.
• Low ego, high judgment: You're direct, you don't waffle, and you're comfortable working with a founder who is self-sufficient and won't ask you twice.

NICE-TO-HAVES

• Notion: If you don't use it yet, you'll pick it up fast if needed, but an eye for structure and formatting matters from day one.
• Hands‑on automation experience: You've built workflows in n8n, Zapier, Make, or similar tools, and you'd jump at the chance to automate parts of this role.
• Event coordination: You've run or supported company events and offsites and know the logistics.

Why join us?

You'll be one of the most connected people at n8n, with direct visibility into how a fast-growing AI company operates at the top. Jan is a founder who trusts his people, moves fast, and won't micromanage. That means real autonomy from day one.

The role is honest: most of your time is the craft of great EA work: getting the calendar right, making travel seamless, making sure Jan walks into every room prepared. That craft matters and we take it seriously. On top of that, there's a layer you won't find in most EA roles: n8n is an AI automation company, and we're using that to rethink what executive support looks like at scale. You won't be supporting one person forever. You'll help build the systems that let one great EA support many.