Personal Assistant / Executive Assistant (f/m/d)

QphoX

QpHoX is looking for a Personal Assistant to support our CEO and CTO in the day-to-day operations of a fast-growing technology company. This is a fast-paced and varied role requiring excellent communication skills, strong attention to detail, and the ability to manage multiple priorities with professionalism and confidentiality. Key responsibilities: * Provide dedicated day-to-day support to our CEO and CTO * Manage complex diaries, including scheduling meetings, appointments, and coordinating calendars * Coordinate and manage meetings, including scheduling, preparing rooms and documentation, taking minutes, and following up on action points * Support recruitment by scheduling interviews and managing calendars * Manage national and international travel arrangements, including flights, accommodation, visas, and supporting documentation * Prepare and compile itineraries, agendas, presentations, and supporting materials * Maintain and update contact databases and relevant information systems * Provide occasional private assistance and liaison support for the CEO and CTO Skills and knowledge you will bring to QphoX: * 3+ years of previous experience as a Personal Assistant, Executive Assistant, Secretary, or in a similar administrative support role * Strong organisational and planning skills, with the ability to prioritise and maintain overview in a fast-paced environment * Proficient in Microsoft Office, particularly Outlook, Word, and PowerPoint * Proactive, detail-oriented, and able to remain calm under pressure * A collaborative team player who takes initiative and ownership of responsibilities * Able to handle confidential information with discretion and professionalism Our Ideal Candidate: The ideal candidate enjoys creating structure, managing competing priorities, and supporting senior stakeholders with professionalism and discretion. Comfortable handling both day-to-day administrative tasks and broader coordination responsibilities, they are motivated by keeping operations running smoothly and efficiently. Teamwork is an essential value of our company, hence fitting into the team is crucial. Finally, we have a positive and fast-paced learning environment. We strongly encourage people of any underrepresented group to apply as we are committed to diversity and work to build an inclusive environment where all people, regardless of gender, race, religion, or background, can thrive. Benefits and other perks of working with us: * Competitive salary * Employment stock ownership plan * End-year performance-based bonus * 25 days of holidays on a full-time basis * Career growth opportunities * Opportunities to network and connect About us: At QphoX we strive to be an inclusive place where a diverse mix of talented people want to come, to learn, to live their passion and do their best work. We are dedicated to promoting equality, creating a safe environment for everyone, and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin, age, socioeconomic background and all the other fascinating characteristics that make us different. We truly think diversity is a strength and working in a diverse environment, and being exposed to a variety of perspectives makes us stronger as a team and better human beings.

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DEINE AUFGABEN In this role, you will work closely with senior decision-makers and high-profile stakeholders, contributing to the coordination, preparation, and execution of sensitive operational and strategic topics. The position is suited for individuals with experience working alongside senior executives, or similarly demanding stakeholders, who combine professionalism, discretion, and strong organizational skills with the ability to operate independently in fast environments. * Act as sparring partner and executive assistant to Executive Leadership in a highly demanding environment. * Support day-to-day operations by structuring, prioritizing, and coordinating sensitive topics and tasks. * Prepare, organize, and follow up on executive meetings, briefings, and decision-making formats. * Manage complex calendars and coordinate appointments with senior internal and external stakeholders. * Serve as a central communication interface between Executive Leadership and selected stakeholders. * Prepare high-quality briefing materials, presentations, and decision documents for executive use. * Track action items and decisions and ensure reliable follow-up across interfaces. * Handle sensitive information with absolute discretion, professionalism, and integrity. DEIN PROFIL * University degree in business administration, political science, social sciences, communication, or a comparable field. * Relevant professional experience supporting senior executives, political leadership, or other high-profile stakeholders. * Proven experience working in confidential, fast-paced, and high-pressure environments. * Excellent organizational skills with a structured, independent, and reliable working style. * Strong communication skills and confidence in interacting with senior and demanding stakeholders. * High level of discretion, integrity, and sense of responsibility. * Very good German and good English skills. WAS DU ALS IDEALE KANDIDATIN ODER IDEALER KANDIDAT MITBRINGST * You thrive in collaborative environments and value collective success. * You approach challenges with a positive mindset and a proactive attitude. * You believe technology has the power to improve society and drive positive change for the future WAS WIR ANBIETEN * A free parking space right at the office – for the days you come in. * Enjoy attractive employee discounts with corporate benefits on a variety of products and services. * Join the fun at our employee events and team-building activities. * Many of our roles offer remote work options and flexible hours to balance your life and work. * Stay fit with access to EGYM Wellpass  – your wellbeing is a priority. * On two wheels to work? Take advantage of our Business Bike option and commute the healthy way. WARUM WIR? * A motivated and supportive team, where every voice is heard, and collaboration drives our success. * A fast-growing tech startup, where the pace is exciting, and every day presents new challenges and opportunities. * A place where your ideas can take flight, allowing you to shape and influence projects from the ground up. * Dedicated to your personal and professional growth, offering opportunities to learn, develop, and thrive. * A company that values impact, where your work truly makes a difference and contributes to something meaningful.

ALAIKA

At  ALAIKA, we are building the future of Financial Services with a bold vision: to become the most specialized Enterprise Financial Services advisory & investment firm in the industry by coupling Fortune 500 board room access, the deepest Financial Services domain expertise with a global Venture Capital & Private Equity network.  Through our three brands — ALAIKA Advisory (Strategy Consulting), ALAIKA Capital (Investment Company) and ALAIKA Building (Company Builder), — we are building the Financial Services holding company of the future.  Founded in October 2022 by Johanna von Geyr (the Financial Services Practice Lead Partner of a leading NASDAQ listed strategy consultancy) and Harald Braunstein (builder/investor of multiple leading international software companies) & an all-star team, we bring together the best of both worlds: deep functional domain expertise and networks in global Financial Services, along with a proven track record in how to build and invest in leading software product companies.  One team one dream: This all begins by bringing together the very best people for the job, which is exactly what we do at  ALAIKA  and  why we might need you!    Join our team of experts at  ALAIKA Advisory  and play a pivotal role in “Building the Future of Financial Services”and contribute to our  three core domains: Strategic Transformations, AI/Data Analytics & Cybersecurity.    Join the movement — apply now!    As a Working Student in Workspace Management & Executive Support, you will play a crucial role in supporting our executive team, managing office operations, and contributing to both internal and external initiatives. What you will do: * Executive Support: Assist the Executive Assistant with administrative support for the CEOs/Founders and senior executives. Support with the management of calendars, schedule appointments and coordinate meetings. * Finance Support: Assist the CFO with invoice organization and related tasks. * Workplace Management: Maintain office supplies, including snacks and drinks. Ensure the office is always well-stocked. * Meeting Preparation: Support with the organization and preparation for meetings, including preparing documents, reports and presentations. * Event Planning: Support with the organization of events, including team meetings, conferences, and client engagements. * Travel Coordination: Arrange travel plans and accommodations. * Task Management: Assist with special projects and perform other administrative duties as required. Your Profile: * Educational Background: Currently pursuing studies in Business Management, Administration, or related fields (minimum 3rd Bachelor semester). * Working Experience: Previous experience as Intern/Working Student in office management, as executive assistant or in a similar role. * Skills: Excellent organizational, multitasking, and time-management skills. * Communication: Strong verbal and written communication skills. * Technology: Proficiency in Microsoft Office Suite and other relevant software. * Languages: Fluency in both written and spoken German and English. * Professionalism: High level of professionalism, discretion, and confidentiality. What’s in it for you:  Our employees are our most precious asset, and we are committed to providing a unique employee experience. We offer multiple opportunities to create your path and build a global career at the highest levels following your interests.  * Competitive Rewards: Benefit from a highly competitive salary and attractive bonus structure, allowing you to directly benefit from our collective success. * Collaborate With Industry Leaders: Leverage extensive connections within the Financial Services sector spanning from Fortune 500 Financial Services executives over Private Equity to successful startup founders to enhance your skills and expand your professional network. * Unmatched Growth Potential: Immerse yourself in an exhilarating start-up atmosphere where rapid personal and professional growth is not just encouraged but guaranteed and expected. * Health and Wellbeing: Your health and fitness matter to us. We provide a premium EGYM Wellpass membership with access to 10,000+ sports and wellness offerings, both locally and online. * Company Events: Dive into our culture with exceptional team-building activities, from Oktoberfest celebrations and Floßfahrt adventures on the Isar to festive Christmas parties, regular dinners and lunches, and much more. * Modern Working Environment: State-of-the-art offices in Munich, Frankfurt am Main and Barcelona, more to come ;)   We look forward to receiving your application including CV, transcripts & references.      Equal Opportunities for all  Our team spirit celebrates diversity. We want you to be your true “you” and offer everyone an open culture and safe space with equal chances and opportunities.