Executive Assistant (m/f/d)

NVision Quantum Technologies GmbH•New York, NY

1h•Remote

About The Position

We are seeking an experienced, organized, and proactive Executive Assistant to provide high-level administrative and operational support for our leadership team and growing US entity. In this role, you will be an integral part of our Business Services team, contributing to the overall success of the organization by ensuring seamless daily operations and providing dedicated support to senior leadership.

Requirements

Education in a relevant field. Bachelor's degree in business administration, communications, or a related field preferred.
Minimum of 5 years of professional experience as an Executive Assistant, preferably to senior management.
Proficiency in using office software, including Google Workspace, Microsoft Office Suite and calendar management tools.
Excellent written and verbal communication in English. Other languages like German are a plus.
Great attention to detail and accuracy, as well as special attention to meeting deadlines.
Trustworthy and reliable in handling sensitive, confidential information.
Strong organizational and time-management skills with the ability to prioritize effectively.
Ability to work independently, anticipate needs, and solve problems proactively
Adaptable to changing priorities and managing multiple tasks efficiently.
Must be based in the Eastern or Central Time Zone.

Responsibilities

Own and proactively manage complex executive calendars across multiple time zones, prioritizing meetings, resolving scheduling conflicts, and preparing supporting materials.
Plan and organize domestic and international travel arrangements (flights, accommodation, ground transportation, and itineraries), ensuring travel plans are efficient, cost-conscious, and adaptable to last-minute changes.
Provide high-level administrative support to leadership by screening, prioritizing, and managing incoming inquiries, emails, and correspondence.
Handle expense reports and reimbursements accurately, ensuring timely submission and compliance with company policies.
Organize and coordinate team meetings, external visits, workshops, demos, conferences, and special events.
Build and maintain strong relationships with external vendors, service providers, and partners to support operational needs.
Assist in the coordination and execution of special projects and initiatives.
Provide general administrative support to the Business Services team as needed.

Benefits

Attractive compensation package, including a competitive base salary and stock options
Key role in a highly advanced and fast-growing startup company
Impactful product promoting better understanding and treatment of cancer
International team, from over 30 different nationalities
Positive work environment with open communication and a collaborative mindset
Indefinite employment contract
Flexible working hours
Fully remote with flexible working hours within set guidelines
30 days PTO
Health Insurance Plan, Vision and Dental
401K with a 5% employer match