Executive Assistant to the CEO (all genders)

Permanent employee, Full-time · Hamburg

Your mission

You will work directly with our CEO and help turn a fast-moving agenda into clear priorities, smooth operations, and strong follow-through. In this role, you create structure, keep communication flowing, and ensure the CEO can focus on the highest-impact topics.

You anticipate, prioritize, coordinate, and execute. You keep track of internal and external moving pieces, stay calm under pressure, and enjoy being the person who makes things run smoothly.

In your first 3 months, you will establish a trusted working rhythm with the CEO, build strong systems for calendar and meeting management, and create a reliable way to track priorities, follow-ups, and stakeholder communication.

Executive support & prioritization

Manage a complex calendar, including scheduling, prioritization, and protecting focus time
Coordinate internal and external meetings across founders, partners, researchers, investors, and public-sector stakeholders
Prepare agendas, briefing notes, and meeting materials
Track action items and follow-ups to ensure nothing gets lost
Support inbox management by prioritizing requests and flagging urgent topics

Travel, logistics & planning

Plan and coordinate domestic and international travel
Organizelogisticsfor events, speaking engagements, partner meetings, andoff-sites
Handle expense documentation and administrative follow-up
Ensure the CEO’s day-to-day schedule runs smoothly, even when priorities shift

Stakeholder coordination & communication

Act as a reliable interface between the CEO and internal or external stakeholders
Help draft and review presentations, notes, and selected communications
Coordinate with team members across programs, operations, and ecosystem activities

Operational rhythm & special projects

Build and improve lightweight systems for planning, documentation, and follow-through
Support leadership meetings, all-hands, and recurring internal formats
Take ownership of selected cross-functional projects
Bring structure into ambiguity and help build scalable processes

Your profile

This role requires excellent organization, sound judgment, and a proactive mindset. You are hands-on, discreet, reliable, and able to bring clarity and structure in a fast-moving environment.

What matters most to us

Experience in an Executive Assistant, Team Assistant, Operations, Office Management, Project Coordination, or similar role
Excellent organizational skills anda strong senseof priorities
High reliability and attention to detail
Strong discretion and confidence handling sensitive information
A proactive and solution-oriented working style
Ability to stay calm in a fast-paced environment
Professional fluency in both German and English, written and spoken
Confidence with tools such as Google Workspace, MS Teams, Notion, and presentation tools
Comfort working in an early-stage, mission-driven environment
Willingness to work from our Hamburg office on a daily basis

Additionally, it would be a plus if you bring

Experience supporting senior leadership or founders directly
Experience in a startup, VC, innovation, or similarly fast-paced environment
Exposure to universities, research institutions, or public-private ecosystems
Interest inDeepTech, entrepreneurship, and venture building

Why us?

At Impossible Founders, the people behind the impossible are the most important catalyst. That's why we do everything we can to create a collaborative working environment:

Responsibility & autonomy: You take on real responsibility from day one and have the freedom to actively shape your role and the company. Output counts, and you are given the freedom you need to do your job in the best possible way.
Flexible & family-friendly working: We offer a high degree of flexibility. We meet in the office on Mondays, and on other days attendance is optional with the option to work remotely. This includes our understanding of the needs within a family.
Meaningful mission & impact: You will work on projects that address real challenges in AI, climate tech, and beyond. You will achieve impact and visibility by working closely with founders, researchers, and leading partners.
Collaborative culture & diversity: We cultivate a collaborative culture—practical, ego-free, and driven by shared responsibility. Our team is characterized by diversity and openness. The company language is English so that everyone feels welcome.

Attractive working conditions:

30 days of vacation
Deutschlandticket
Central office in a prime location
Choice of your own hardware

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About us

Impossible Founders is one of Germany’s boldest DeepTech startup factories. Our mission: turning groundbreaking technologies into real companies – with the potential to change the world. We collaborate with leading scientists, fearless founders, and renowned institutions. Our ventures emerge in future-focused fields like Artificial Intelligence, Quantum Technology, advanced materials, and Green Tech.

If you’re ready to make the seemingly impossible possible, you’re in the right place.

We welcome applications from all talented individuals, regardless of gender, age, sexual orientation, ethnicity, cultural background, or abilities. Diversity makes our team stronger!

https://www.impossible-founders.com/

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Your application!

We appreciate your interest in Demo GmbH. Please fill in the following short form. Should you have any difficulties in uploading your files, please contact us by mail at lena@impossible-founders.com.