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Executive Assistant to CEO (all genders)

External
Thorit logoThorit · Böblingen Headquater
Full-timeOn-site1mo ago
BookkeepingConfluenceCRMExcelHubSpotJira
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About the role

You'll be the trusted right hand of our CEO. The mission is simple and high-leverage: reclaim 8+ hours per week of CEO capacity by owning calendar, inbox, and a set of recurring finance and operations workflows. You'll be the single point of accountability for the CEO's time, the second pair of eyes on finance hygiene (AR, supplier invoices, expense reconciliation), and the gatekeeper that protects strategic focus from the daily flood of "30 minutes urgent" requests. You'll have direct visibility into how a HubSpot Diamond Partner is run from the top, working closely with the COO and the bookkeeping function.

Responsibilities

  • You'll take full ownership of the CEO's calendar within 30 days. Every meeting accepted, declined, or rescheduled by you, never by the CEO
  • You'll run daily inbox triage so the CEO inbox is at zero by 09:00 each working day, with categorised follow-ups and drafts ready
  • You'll own recurring finance hygiene : weekly AR follow-ups for overdue invoices, monthly expense reconciliation, supplier invoice approval routing
  • You'll reclaim 8+ hours per week of CEO time, validated by quarterly time-tracking reviews
  • You'll coordinate quarterly leadership offsites and end-to-end logistics for client and board meetings
  • You'll maintain a single source of truth in HubSpot and Confluence for CEO commitments, so nothing falls through the cracks
  • You'll support travel and event coordination (2 to 4 trips per quarter) including booking, expense, and briefing packs
  • What You Bring

Requirements

  • Direct experience as a 1:1 Executive Assistant to a C-level principal (CEO, COO, MD, founder), not just team assistant work
  • A personal, articulable system for inbox and calendar triage that you've used for at least 2 years
  • Comfort with finance-adjacent workflows: reading invoices, matching POs, AR follow-ups with German vendors and clients, working in tools like DATEV, Personio, and banking portals
  • Native-level German and full business English, capable of writing professional correspondence to clients, suppliers, and authorities without proofreading
  • Demonstrated discretion with C-level, salary, or personnel-sensitive information
  • Ability to commit to consistent on-site presence in Böblingen on the days the CEO is in office (typically 4 days per week)
  • Calm composure when multiple things break in the same hour
  • Experience supporting a CEO in a fast-growing consulting or technology company
  • Working knowledge of HubSpot CRM (basic) for contact and meeting management
  • Prior experience coordinating leadership offsites or board meetings end-to-end
  • Your Team
  • Tech Stack
  • Core: Microsoft 365 (Outlook, Teams, OneDrive, Excel), HubSpot CRM, Confluence, Jira
  • Finance & Operations: DATEV, Personio, banking portals, expense management tools
  • AI Support: Claude AI for drafting, summarisation, calendar prep
  • Coordination: Standard travel and event booking platforms

Benefits

Pension & Allowances: Company pension scheme via Allianz with graduated employer contribution from €50 to €290 per month, plus Lunchit meal allowance worth up to €100 per monthHealth & Mobility: Business Bike Leasing, Urban Sports Club access at 8,000+ locationsLearning: Full Blinkist Business library (4,500+ books), 3 months of BabbelFlexibility: Hybrid setup on the days the CEO is not in office, Spaces co-working membershipCulture & Tools: Flat hierarchies with literal direct access to CEO and Leadership, modern stack (HubSpot, Jira, Confluence, Claude AI), Corporate Benefits across 800+ brandsAbout ThoritThorit is one of Europe's leading HubSpot partners and a top business and technology consultancy. We combine strategic advisory with hands-on IT implementation, from CRM architecture to fully automated go-to-market infrastructure powered by AI and agentic systems.Ready to Apply?Send your application via Ashby. A cover letter is optional, but a concrete example of how you've personally taken a chunk of work off a C-level principal (with a measurable before-and-after time saved) is required.Health insurance

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