EA to Chief Executive Officer (Düsseldorf, Germany)
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Founder - WHY Nutrition | Building for Discerning Consumers
Location: Düsseldorf, Germany | Full time | On site
About the role
We are seeking a highly experienced Executive Assistant to support the CEO in a complex, international, and fast paced environment. This role is critical to ensuring the CEO’s effectiveness, focus, and productivity, with end to end ownership of calendar management, inbox management, and sensitive personal administrative matters.
The role functions as the primary gatekeeper and coordination hub between the CEO and internal and external stakeholders, and requires a high degree of judgment, confidentiality, and autonomy. You will work closely with senior leadership and executive operations teams to ensure seamless execution across priorities.
Key responsibilities
- CEO calendar, inbox, and time management
- Full ownership of the CEO’s calendar, including prioritization, scheduling, and proactive time blocking aligned to strategic priorities.
- Primary responsibility for the CEO’s email inbox, including screening, prioritization, delegation, and drafting routine responses where appropriate.
- Acting as the central gatekeeper for access to the CEO, balancing leadership and external stakeholder needs.
- Meeting and executive coordination
- Coordinating logistics and preparation for all CEO meetings, including leadership, board, and external engagements.
- Ensuring meeting readiness, including agendas, materials, and participant coordination.
- Providing day-of execution support for critical meetings and engagements.
- Taking minutes for routine meetings and tracking action items.
- Circulating minutes and follow-ups to stakeholders and maintaining structured archives.
- Coordinating CEO signatures.
- Personal and confidential matters
- Managing sensitive personal administrative matters for the CEO, including personal tax documentation and coordination with advisors.
- Managing personal insurance, legal, and compliance documentation.
- Maintaining strict confidentiality and structured records for all personal matters.
- Travel and stakeholder interface
- Acting as the primary coordination point for the CEO during travel, in close alignment with executive operations teams.
- Interfacing professionally with board members, senior executives, customers, advisors, and external partners.
- Ensuring smooth execution during international travel and high intensity periods.
Candidate qualifications and experience
Required
- Bachelor’s degree in any discipline, MBA from Tier 1 is desirable.
- 5 plus years of experience supporting C level executives in complex, international organizations.
- Proven experience managing executive calendars, inboxes, and confidential personal matters.
- Exceptional organizational, prioritization, and stakeholder management skills.
- Fluent German and English, written and spoken (mandatory).
- Structured, disciplined, and dependable.
- Professional, discreet, and trustworthy.
- Calm under pressure and adaptable to last minute changes.
- Service oriented with a strong sense of ownership.
Preferred
- Prior experience in multinational or group structures.
- Experience working closely with boards and senior leadership teams.
Compensation
- Competitive compensation in line with senior executive support roles.
- Performance linked bonus component.
Seniority level
Mid-Senior level
Employment type
Full-time
Industries
Business Consulting and Services
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