Executive Assistant to the CEO (f/m/d)

smart Europe GmbH; Leinfelden-Echterdingen; On-site; EUR 90,000 - 120,000; Full time

Job summary

smart Europe is seeking an Executive Assistant to the CEO to serve as a trusted partner in the CEO Office. The role coordinates high-level priorities, prepares briefing materials, and ensures follow-up across the organization.

You will connect stakeholders, manage confidential information, and support senior-level meetings and external engagements. With 5+ years in international corporate environments, you’ll bring strong business acumen, project coordination and a proactive, autonomous approach

Qualifications

• Minimum 5 years of professional experience in international corporate environments, preferably automotive or OEM contexts.
• Experience in executive assistance, office coordination, project management or direct support to C-level executives.
• Proven ability to coordinate complex topics across multiple functions and stakeholders.

Responsibilities

• Act as trusted partner to the CEO, preparing, coordinating and following up on executive activities.
• Prepare the CEO for key meetings, board sessions, shareholder interactions and external events via briefs and materials.
• Coordinate follow-up on decisions and open topics from CEO meetings and ensure timely information delivery.
• Anticipate priorities and ensure availability of information, stakeholders, and materials.
• Maintain confidentiality and exercise discretion with sensitive information.
• Support management, board and other senior-level meetings, and assist with external engagements as appropriate.
• Structure cross-functional initiatives, coordinate input from relevant functions, and drive selected topics on behalf of the CEO Office.
• Keep a central interface between CEO, management, functions and external stakeholders to ensure alignment.

Skills

Executive coordination

Stakeholder management

Project management

Microsoft 365

Discretion & integrity

Communication

Education

Bachelor's degree

Job description

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Company: smart Europe

We are the brand for forward-thinkers. We celebrate challenging conventions and shaping the future of electric mobility. We focus on the essentials to bring perfection to customers. We make urban life more enjoyable and entertain our customers with new impulses.

Ever since smart exists, we rewrite the automotive industry’s rulebook. In the 1990s, we undermined the predominant philosophy of ‘bigger is better’ and designed a revolutionary car. Since 2020 we are the first car enterprise that switched to 100% electric! We aim to transform into a leading player in urban premium, electric & connected mobility provider.

About the role

The Executive Assistant to the CEO is a key member of the CEO Office, providing high-level executive support and ensuring the effective coordination of the CEO's priorities and activities. The role acts as a trusted and proactive partner to the CEO, supporting executive decision-making, preparing and coordinating key topics, and ensuring effective follow-up across the organization. Beyond traditional executive assistance, the role requires a strong understanding of the business and the ability to independently coordinate complex topics, connect relevant stakeholders and drive selected initiatives on behalf of the CEO. The role also contributes to the smooth and effective functioning of the CEO Office, coordinating office-related topics and supporting the collaboration between the different responsibilities within the office.

Your responsibilities

Executive Support and CEO Office

• Act as a trusted partner to the CEO in preparing, coordinating, and following up on executive activities
• Prepare the CEO for key meetings, Board sessions, shareholder interactions, and external events via briefings, presentations, and background materials
• Coordinate follow-up on decisions, commitments and open topics resulting from CEO meetings
• Anticipate upcoming priorities, ensuring timely availability of information, stakeholders, and materials
• Manage confidential and sensitive information with a high degree of discretion, integrity, and sound judgment
• Support the preparation and coordination of management, Board, shareholder and other senior-level meetings
• Support the CEO in external engagements, events and other activities where appropriate

Strategic and Business Coordination

• Support the CEO in coordinating strategic priorities and key business topics across the organization
• Independently structure and drive selected cross-functional initiatives, special assignments, and research on behalf of the CEO Office
• Structure complex topics, identify key questions and coordinate the required input from relevant functions and stakeholders
• Prepare analyses, presentations, recommendations and decision-making materials for the CEO and senior management

Office and Stakeholder Coordination

• Act as a central interface between the CEO, management, functions, headquarters and other relevant internal and external stakeholders
• Facilitate effective communication and alignment between the CEO and relevant stakeholders
• Coordinate office-related priorities and ensure smooth day-to-day collaboration within the CEO Office
• Oversee daily CEO Office operations, shared processes, alignment of ways of working, and CEO Office budget coordination
• Provide guidance and support to the Administrative Assistant where required, ensuring alignment of priorities and responsibilities
• Identify and implement opportunities to improve ways of working and processes within the CEO Office
• Maintain a structured overview of relevant topics, commitments and follow-ups across the CEO Office
• Manage hiring, onboarding and offboarding of CEO Office interns

What you bring along

Education

• Bachelor's degree in Business Administration, Management, Communications, Economics, Engineering or a related fields preferred

Professional Experience

• Minimum of 5 years of professional experience in an international corporate environment (automotive industry or fast-paced OEM environment is advantageous)
• Experience in executive assistance, executive office coordination, project management, or direct support to C-level executives
• Experience coordinating complex topics across multiple functions and stakeholders

Knowledge and Skills

• Business Acumen & Synthesis: Strong business understanding with the ability to quickly grasp complex contexts, structure them independently, and produce clear analytical presentations/decision materials
• Organization & Execution: Excellent organizational, project coordination, and prioritization skills
• Confidentiality: High level of confidentiality, discretion, and professional judgment when handling sensitive business data
• Technical Proficiency: Advanced command of Microsoft 365 (Outlook, PowerPoint, Excel, Teams)
• Communication: Outstanding written and verbal communication abilities
• Proactive & Autonomous: Highly self-organized, pragmatic, and hands-on, with a strong ability to anticipate executive needs
• Stakeholder Impact: Confident, articulate, and professional when building trusted relationships with senior stakeholders
• Resilience & Integrity: Flexible and resilient under changing requirements, maintaining complete discretion, integrity, and sound judgment at all times

We're building a workplace where amazing people like you can do their best work. Together with us, you enjoy the agile working atmosphere with cross-European responsibilities.

We're creating a culture where personal and professional growth are as important as business growth. Together with us, you will build a diverse and inclusive environment where you feel you belong to.

We empower you to have ownership over work!