Executive Assistant to the CEO

Invisix; Eindhoven; On-site; EUR 55,000 - 75,000; Full time

Benefits offered by this job

Office in Eindhoven

Employee Share Ownership Plan

AI tools budget

Job summary

Invisix is seeking an executive assistant to the CEO to automate administrative work with AI. You will triage the CEO's inbox, book travel for the leadership team, host visitors, and ensure the office runs smoothly.

Your role sets up repeatable workflows and drives the leadership team's efficiency. You will spend time supporting the CEO and the leadership team, working with the Chief of Staff to build the function from scratch.

Qualifications

• Experience using AI tools to perform administrative tasks
• Ability to build automation to reduce manual workloads
• Excellent written and spoken English; Dutch is a plus

Responsibilities

• Automate leadership admin workflows and inbox triage
• Manage CEO calendar, travel, and briefing notes
• Coordinate logistics for leadership team and visitors
• Keep office running and onboard new hires

Skills

AI tool usage

Prompt engineering

Tool integration

Time management

English proficiency

Education

Experience with executive support

Tools

Power Automate

n8n

Zapier

Make

Python scripting

Job description

About Invisix

Semiconductor manufacturers can't build what they can't measure. Invisix Measuring Systems is a fast-growing scale-up in the high-tech industry, developing next-generation metrology solutions for the semiconductor sector. We work at the intersection of optics, software, and data.

We're a small team, but the depth of knowledge inside Invisix is anything but small. Our culture is professional and fast-paced, with short communication lines and a strong sense of shared purpose. Everyone here is committed, and everyone knows their work directly contributes to something bigger.

The Role

You will be the CEO's executive assistant, and the person in the company who is best at making AI do administrative work. Most of the job is what you would expect from an EA to a CEO at a small technical company: keeping the CEO's day sane, triaging her inbox, booking travel for the leadership team, hosting visitors, and making sure the office simply works. What is different is how we want it done. Wherever a task repeats, we want you to build the automation that removes it. The measure of success is not how much you do by hand but how much of the leadership team's administrative load quietly disappears over your first year.

You will spend most of your time supporting the CEO and about a third supporting the rest of the leadership team. You will be the first person in this function, so you will set it up the way you think it should run. You will work closely with our Chief of Staff.

What you will do

Automate the operating layer

• Design and maintain the workflows that run the leadership team's admin: inbox triage and drafting, meeting preparation and follow-up, expense processing, travel booking, CRM and document hygiene, and board and investor reporting packs.
• Use whatever fits the task. As a deep-tech company we think about things like: LLM assistants (Claude) and their agent. Or even low-code automation (Power Automate, n8n, Zapier, Make) and simple scripts. We would like you to think outside of the box!
• Know when a tool is good enough to trust and when a human still must look.
• Show colleagues what you built so they can use it too, and inspire engineers to automate their own workflows.

Run the CEO's day

• Resolve calendar conflicts, help team members gain access when they need it, protect deep-work time, and prepare her for what is coming.
• Triage the inbox daily: answer what you can, draft what she should send, flag what needs a decision, and let the rest go.
• Prepare briefing notes and face lookbooks before important meetings.
• Track commitments made in meetings and make sure they close.

Handle logistics for the leadership team

• Book flights, hotels, ground transport and visas for trips, including last-minute changes.
• Be on call during important international travel by the leadership team in case of emergencies.
• Process expenses and reimbursements.
• Coordinate visiting customers, investors and partners, and help organise team events and offsites.

Keep the office running

• Keep the office stocked, the meeting rooms working, and the visitor experience good.
• Help new hires land: desks, accounts, first-week logistics.
• Facilitate the administrative things that otherwise land on engineers.

Is this you?

We care more about how you think than about your CV. But it would be great if you recognize yourself in:

• You already love using AI tools to do real administrative work, and you can show us something you built that saved you or someone else meaningful time. Prompting well is the baseline; connecting tools, handling the failure cases, and knowing where the limits are is the skill.
• You have supported a senior executive or leadership team before, in any sector, and you know what it takes to keep one running without being asked.
• You are organised in a way that survives interruptions. Several people will bring you urgent things at once; you can hold the list, prioritise it, and communicate what you did.
• You have excellent written and spoken English, you are discreet with the sensitive documents you'll see, and you are pleasant to work with — this is a small team, and the person in this role plays a real part in setting the tone. Dutch is a plus, but not required.
• You are comfortable in a technical environment. You do not need to understand physics, but you should be at ease among people who do, and curious enough to pick up the vocabulary.

Nice to have, but please apply if you don’t have it (yet):

• Microsoft 365 administration hero

• Experience with international travel and visa logistics
• Basic scripting (Python or similar)
• A background in a hardware or deep-tech company
• Experience with Dutch office administration

What we offer

• A role with a clear mandate, direct access to the founders, and the freedom to build the function from scratch
• Competitive salary and benefits, including an Employee Share Ownership Plan
• A learning and development budget to support your growth, including a budget for the AI tools you want to try
• An office in the heart of Eindhoven, a 5-minute walk from the train, full of people building something that has not been built before

Diversity & Inclusion

We're committed to a diverse and inclusive workplace, where ideas and individuals flourish. We welcome applicants from all backgrounds and judge candidates on merit and potential contribution, regardless of race, ethnicity, gender, sexual orientation, age, religion, disability, or other identity characteristics. What we're looking for is talent with integrity, a collaborative mindset, and a drive to make an impact.

Your Data

Your application data is processed by Invisix and kept in our applicant tracking system so we can consider you for this role and future opportunities. See our privacy policy for details: invisix.com/privacybeleid.