Executive Assistant to the Co-CEOs (m/f/d)

Quantum-Systems GmbH; Argelsried; On-site; EUR 70,000 - 100,000; Full time

Benefits offered by this job

Company pension scheme

Flexible working hours

EGYM Wellpass membership

Bike leasing

Corporate Benefits program

Employee events

Lunch-Card

Company Shuttle

Job summary

Quantum-Systems GmbH is seeking an Executive Assistant to the Co-CEOs to keep the CEO Office running smoothly. You will manage two calendars, organise international travel, handle high-level correspondence, and support efficient board and investor meetings in a fast-moving, international environment.

You will coordinate with public authorities, partners and investors in German and English, and ensure daily operations and briefing handovers are seamless.

Qualifications

• Training or degree in business administration or comparable field, or several years of EA experience at board level.
• Experience dealing with public authorities, investors and partners at senior levels.
• Ability to stay calm under changing plans and prepare alternatives.

Responsibilities

• Manage calendars for two Co-CEOs with prioritization and real-time rescheduling.
• Organise international travel, visas, transfers, security and protocol.
• Handle executive correspondence (inbox, scheduling, invitations, thank-you letters).
• Prepare and host board, investor and customer meetings (rooms, tech, agenda, guest care).
• Communicate professionally with public authorities, partners and investors in German and English.
• Coordinate weekly look-ahead and briefing handovers within the CEO Office.
• Oversee expenses, approvals and contracts; maintain contacts; cover for other EAs.

Skills

Calendar management

Stakeholder coordination

Bilingual English/German

Discretion & security readiness

Executive communication

Education

Business administration / office management degree

Tools

Microsoft 365

Outlook

Teams

SharePoint

Job description

As Executive Assistant to the Co-CEOs, you will be a key function of our CEO Office team and keep the daily operations of two Co-CEOs running: calendars, correspondence and international travel, often at short notice. You will play a pivotal role in a company that moves fast between production, customers, investors and governments.

You will work closely with stakeholders from public authorities, partners and investors to ensure that every board, investor and customer meeting runs flawlessly. Reporting to the Chief of Staff, you will support Quantum Systems in its mission to become the benchmark for mission-critical unmanned systems across air, land and maritime domains.

The CEO Office of Quantum Systems: the team around the Chief of Staff that keeps the Co-CEOs’ decisions, engagements and daily operations running. Organization and logistics sit with the Executive Assistants; content and strategy with the Deputy Chief of Staff.

What is your Day to Day Mission:

• You manage the calendars of two Co-CEOs: prioritization, conflict resolution and real-time rescheduling

• You organize international travel, including at short notice: flights, visas, transfers, security and protocol questions

• You handle correspondence on behalf of the Co-CEOs: inbox, scheduling correspondence, invitations, thank-you letters

• You prepare and host board, investor and customer meetings on the organizational side: rooms, technology, agenda flow, guest care, catering and site visits

• You communicate professionally with public authorities, partners and investors in German and English

• You coordinate closely within the CEO Office team: weekly look-ahead and handover of briefings to the Co-CEOs

• You handle expenses, approvals and contracts for signature, maintain the Co-CEOs’ contacts and cover for the Executive Assistant to the CRO, COO and CFO

What you bring to the team:

• You have completed training or a degree in business administration, office management or a comparable field, or have several years of professional experience as an Executive Assistant at managing-director or board level, ideally in an international company

• You are used to dealing with public authorities, investors and business partners and are confident at all hierarchy levels

• You stay calm and resilient when plans change at short notice; you plan in alternatives

• You are highly self-motivated and drive your area of responsibility forward independently

• You are absolutely discreet and willing to undergo a security clearance (Ü2)

• You are highly proficient in Microsoft 365 (Outlook, Teams, SharePoint)

• Communication in German and English at business-fluent level

Why Quantum-Systems:

• We believe in the power of combinedefforts: straightforward tech expertisepaired with a customer-centric focus.

• We are industry pioneerswho are ambitious, bold,and visionary.

• We push limits, thinkoutside-the-box and strivefor technological excellence toshape the future of aerial data.

• We promise to be your runwayfor individual and professionalgrowth.

Our benefits:

• Company pension scheme: We support you so that you can already make provisions for later.

• Flexible working hours: With trust-based working hours, you are not only responsible for your working hours, but also for your work-life balance.

• Stay active: With EGYM Wellpass, you get access to thousands of fitness and sports facilities - and of course, we subsidize the membership.

• Bike-Leasing: We support you in staying environmentally mobile and healthy.

• Corporate Benefits: Your opportunity for attractive offers and discounts from well-known suppliers and brands, e.g. Adidas, Apple, Expedia.

• Employee events: We not only want to grow together, but also celebrate our successes together.

• Lunch-Card: Be powerful with delicious energy, daily lunch budget is sponsored.

• Company Shuttle: Enjoy our convenient shuttle service that picks you up from Laim in Munich and brings you to our location, with return trips at the end of the workday.

About us:

Quantum Systems is a leading European deep-tech company for unmanned systems across air, land and maritime domains. We develop and scale integrated hardware, software and AI-powered solutions for mission-critical operations.

At Quantum Systems, you’ll work alongside experts across disciplines, take ownership from day one and help turn ambitious ideas into technology with real-world impact. We move fast, think beyond boundaries and give our teams the space to shape what comes next.

The Future is Unmanned - But the responsibility is not.

Our commitment:

We are an open-minded company that not only values diversity, but actively promotes it. Regardless of gender, age, ethnic origin, religion, sexual orientation or disability, we firmly believe that the diversity of our employees is an essential part of our success.

At our company, every voice is heard and every perspective is valued. We believe that our differences enrich us and help us to find creative solutions and generate innovative ideas. We pride ourselves on creating an inclusive work environment where all employees can reach their full potential.