Executive Assistant to the CEO & Office Manager (m/f/d)

SpiNNcloud Systems; Dresden; On-site; EUR 60,000 - 90,000; Full time

Benefits offered by this job

Relocation support

Job summary

SpiNNcloud Systems is seeking an organized and proactive Executive Assistant to support the CEO and oversee daily office operations in Dresden, Germany. You will manage calendars, coordinate international travel, and prepare briefing materials to keep the CEO's schedule efficient.

In this role, you will act as a gatekeeper, streamline communications, and drive operational excellence while collaborating with cross-functional teams across a fast-growing tech environment.

Qualifications

• 3+ years as an Executive Assistant or similar role supporting senior leadership.
• Experience with office management or workplace operations.
• Experience in fast-growth startups or advanced tech companies.
• Exposure to international or cross-cultural environments.
• Professional English fluency required; Spanish and German are a plus.

Responsibilities

• Manage complex calendars, scheduling, and prioritization of meetings.
• Coordinate domestic and international travel arrangements.
• Prepare briefings, agendas, and follow-up materials for meetings.
• Act as a gatekeeper, prioritizing incoming requests and communications.
• Oversee daily office operations and vendor management.
• Support onboarding logistics and organize internal events.
• Assist with strategic projects and document management.

Skills

Calendar management

Travel planning

Gatekeeping

Office operations

Stakeholder communication

Discretion

Proactivity

Job description

Overview

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our CEO while also overseeing day-to-day office operations. This dual role is critical in ensuring both the CEO operates at maximum efficiency and the office environment runs smoothly and professionally.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and prioritization of meetings
• Coordinate domestic and international travel arrangements
• Prepare briefings, agendas, and follow-up materials for meetings
• Act as a gatekeeper, prioritizing incoming requests and communications

Operational Efficiency

• Proactively identify ways to optimize the CEO's time and workflows
• Anticipate needs and address issues before they arise
• Track key action items and ensure timely execution
• Support decision-making through preparation of relevant information

Communication & Coordination

• Serve as a liaison between the CEO and internal/external stakeholders
• Draft and manage professional communications on behalf of the CEO
• Coordinate cross-functional initiatives and leadership meetings

Office Management

• Oversee daily office operations to ensure a smooth and efficient work environment
• Manage office supplies, vendors, and service providers
• Coordinate facilities, maintenance, and workplace logistics
• Support onboarding logistics for new hires (workspace, equipment, access)
• Organize internal events, team gatherings, and company meetings
• Ensure a professional, welcoming, and well-functioning office atmosphere

Project & Administrative Support

• Assist with strategic projects and special initiatives
• Organize documents, reports, and confidential information
• Maintain high standards of accuracy and discretion

Requirements

Experience

• 3+ years as an Executive Assistant or similar role supporting senior leadership
• Experience with office management or workplace operations
• Background in high-performance environments (e.g., fast-growing startups or advanced technology companies)
• Exposure to or strong interest in deep-tech industries (AI, quantum computing, hardware, etc.)
• Experience working in international or cross-cultural environments

Skills & Competencies

• Exceptional organizational and multitasking abilities
• Highly proactive with a strong sense of ownership
• Ability to prioritize effectively across executive and operational tasks
• Strong communication skills (written and verbal)
• High level of discretion and professionalism
• Problem-solving mindset with attention to detail

Languages

• English: Mandatory (professional fluency required)
• Spanish and German: Nice to have

Mindset

• Service-oriented with a focus on maximizing executive productivity
• Hands-on and willing to take ownership of office operations
• Comfortable working independently and under pressure

What Success Looks Like

• The CEO's time is optimized and focused on highest-impact activities
• The office runs seamlessly, enabling team productivity and a positive work environment
• Meetings and communications are efficient, well-prepared, and purposeful
• Key priorities are tracked and executed without friction
• The Executive Assistant acts as a trusted partner and operational backbone of the company

What We Offer

We offer a highly competitive salary with reallocation benefits in a flexible and inclusive work environment. We are an equal opportunity employer, and hence we welcome people of different backgrounds, nationalities, and experiences.