Executive Assistant to CEO

About the role

You will be the trusted right‑hand of the CEO, responsible for freeing up at least eight hours of the CEO’s weekly capacity. The role combines calendar and inbox management with finance‑related workflows, giving you direct visibility into how a HubSpot Diamond Partner operates at the executive level.

Key responsibilities

• Own and manage the CEO’s calendar, handling all meeting acceptances, declines, and rescheduling.
• Perform daily inbox triage to ensure the CEO’s email is at zero by 09:00, with categorized follow‑ups and draft responses ready.
• Maintain finance hygiene: weekly accounts‑receivable follow‑ups, monthly expense reconciliation, and routing of supplier invoices.
• Coordinate quarterly leadership off‑sites and end‑to‑end logistics for client and board meetings.
• Keep a single source of truth in HubSpot and Confluence for all CEO commitments.
• Support travel and event coordination for 2‑4 trips per quarter, including bookings, expenses, and briefing packs.

Required profile

• At least two years of direct 1:1 Executive Assistant experience supporting a C‑level principal.
• Proven system for inbox and calendar triage.
• Comfort with finance‑adjacent tasks such as invoice review, PO matching, and AR follow‑ups, especially with German vendors.
• Native‑level German and professional business English.
• Demonstrated discretion with sensitive information.
• Willingness to work onsite in Böblingen on the CEO’s office days (typically four days per week).

Required skills

• HubSpot CRM (basic contact and meeting management).
• Confluence for documentation.
• DATEV for invoice processing.
• Personio for HR‑related finance workflows.