Executive Assistant (all genders)

Role overview

clockin is looking for an Executive Assistant to work closely with the CEO and help keep leadership operations running smoothly. The role is designed for someone who thinks ahead, manages priorities proactively, and enjoys shaping processes in a fast-moving environment. The company has about 70 employees and continues to grow while digitizing workforce management for businesses with deskless teams. You can expect a high level of ownership, broad responsibilities, and a setting without large-company bureaucracy.

What you will do

• Support the CEO in day-to-day operations so that strategic, product, and growth priorities can stay front and center; prepare and follow up on meetings, and create briefings, decision papers, and presentations for leadership.
• Manage the CEO’s calendar independently, set priorities, and ensure time is planned efficiently.
• Review, sort, and process CEO emails, handle many topics on your own, and escalate only the items that truly require leadership decisions.
• Coordinate board meetings and investor appointments with professionalism and reliability.
• Spot recurring tasks and turn them into scalable processes and standards; build automation and AI-based workflows that reduce the CEO’s operational load over time.
• Use AI-supported meeting transcription and summarization tools, and make sure decisions and follow-up actions are documented and tracked.
• Arrange business travel, including booking, planning, and travel expense handling.
• Assist with invoice approvals, purchasing, and other administrative business processes.

What we are looking for

• A completed commercial apprenticeship, a degree in business, management, or an equivalent qualification.
• At least 4 years of professional experience as an Executive Assistant, management assistant, or in a similar role supporting senior leaders directly.
• Experience working with multiple stakeholders at management or C-level.
• Strong command of Google Workspace and confidence using digital tools and modern ways of working.
• Excellent German skills and business-fluent English at minimum C1 level, spoken and written; this is mandatory for the role.
• Experience handling confidential information, combined with strong discretion and a professional approach.
• Ideally, initial exposure to invoice approvals, travel management, contract administration, or similar administrative business tasks.

What makes you successful here

• A hands-on mindset and the drive to move topics forward independently.
• Strong prioritization skills and the ability to stay on top of things in a dynamic environment.
• A structured, practical, and solution-focused working style.
• A desire to take responsibility in a fast-growing company and actively help shape processes and structures.
• High interest in AI tools and automation; familiarity with applications such as ChatGPT, Claude, or Gemini in everyday work and the ability to identify efficiency gains.
• High ownership, reliability, and an entrepreneurial mindset.

Benefits

• Permanent full-time employment.
• Home office option and flexible working hours.
• Company pension plan.
• Modern equipment, including MacBook and Google tools, plus height-adjustable desks.
• Structured onboarding with a buddy system.
• Company bike benefit.
• Prepaid voucher card.
• EGYM Wellpass membership.
• Corporate benefits platform access.
• Learning and development opportunities.
• Free drinks and snacks.
• Free parking.
• Regular team events such as team breakfasts, Christmas and summer celebrations, and monthly clockin events.