(Senior) Executive Assistant (m/f/x) - 30h / Woche

The appliedAI Initiative elevates Europe’s industry to become shapers in the age of AI, creating a future that we desire to live in. Through our ecosystem of strong partners, comprehensive programs, services and solutions we advance companies holistically on their AI journey. With our uniquely diverse, interdisciplinary, and driven team, we build on deep technical expertise while specializing on applicability of the solutions. We share a mindset of collaboration and openness with our ecosystem of leading companies and tech players. Our common goal is to strengthen the European landscape, jointly creating unique knowledge for applying trustworthy AI.We are looking for an experienced and committed (Senior) Executive Assistant (m/f/x) who will support both Frauke Goll, the managing director of the appliedAI Institute for Europe gGmbH, and Andreas Liebl, the managing director of the appliedAI Initiative GmbH in their daily tasks. In this pivotal role, you will contribute to the seamless execution of daily operations, working in a dynamic and forward-thinking environment. Join our team and play a key role in driving Europe's industry to compete in the age of AI.

Your tasks will be:

• Effectively manage the Managing Director's schedule, including organizing meetings and coordinating travel arrangements
• Organize and coordinate internal and external keynotes and appointments, ensuring the preparation of relevant documents and protocols
• Coordinate meetings by managing participants, preparing materials, and setting up rooms, while demonstrating strong problem-solving skills to handle unexpected situations
• Support the Chief of Staff (m/f/x) in creating presentations, reports, and other business documents
• Coordinate speaking engagements, including scheduling appointments, preparing offers, and managing invoicing
• Maintain accurate contact information in the CRM system
• Assist with special operational tasks and actively contribute ideas to improve the day-to-day and ongoing work of the Managing Directors

• Successfully completed commercial vocational training or comparable with several years of professional experience assisting C-level executives
• Strong communication and teamwork skills, combined with reliability and a professional demeanor
• Confident use of digital tools (we mainly use MS Office)
• Independent and working style with a high organizational talent
• Attention to detail and the ability to maintain thoroughness and precision
• You communicate proficiently in both German and English
• Willingness and motivation to work in a dynamic and rapidly changing environment

A highly qualified and motivated team of ~120 people is on a journey to change the rapidly evolving European AI Landscape.

• Flexibility to switch between our office spaces in Heilbronn (IPAI - Innovation Park Artificial Intelligence) and work from home
• Opportunity to shape a variety of projects and the development of new, original content based on the latest developments in AI and its adoption in businesses
• You will have access to the newest technologies in the AI domain, budget to drive the education program and peers to develop with
• An atmosphere that encourages to think and experiment in new ways with software, hardware, and processes.
• Access to newest technologies and budget for individual development 
• Further benefits include egym wellpass membership, public transport subsidy, JobRad leasing option, etc. 

Lucas Fernandes - Senior Talent Acquisition Specialist
appliedAI Initiative GmbH, August-Everding-Str. 25, 81671 München