Executive Assistant

Summary

We’re looking for an Executive Assistant to serve as the organizational backbone for our leadership team. You’ll provide high-level administrative support, manage schedules and communications, and make sure our executives can focus on driving the company forward. From coordinating board meetings and investor updates to keeping internal priorities aligned, you’re the person who keeps everything running smoothly.

You’ll also be a trusted partner, confidante, and culture carrier who thrives in a fast-paced startup environment. You bring structure to chaos, clarity to priorities, and a touch of levity when the team needs it. You’ll provide hands-on support for basic finance processes — AP/AR, invoices, expense tracking — when needed to bridge operational gaps.

About HeyCharge

HeyCharge makes EV charging work in places it was never supposed to — underground garages, multi-tenant buildings, and any other concrete-and-rebar environment where cellular signal goes to die. Our offline-first SecureCharge platform uses Bluetooth for local session authentication and Zigbee mesh for inter-charger load management and cloud sync. No internet required at the charger; no compromise on reliability or billing accuracy.

We’re Munich-headquartered with team members across Germany, Ukraine, and the US, selling into property managers, utilities, and OEMs across Europe, the US, and Latin America. Our partners include Vonovia (Europe’s largest residential landlord), Easee and Emobi. We’re backed by Y Combinator and EU innovation funding, with a culture that’s Google-rooted on engineering, AI-first and automation-first on operations, and allergic to bureaucracy that doesn’t earn its keep.

Responsibilities

• Executive support. Manage calendars, emails, and travel for the CEO and leadership team; ensure leaders are prepared for every meeting.
• Meeting and communication management. Organize board meetings, investor updates, and leadership offsites; take minutes and track follow-ups.
• Information flow. Act as the first point of contact for internal and external stakeholders; ensure timely communication across teams in both German and English.
• Project coordination. Help drive special projects, from strategic initiatives to cross-functional deadlines.
• Finance support. Assist with accounts payable and receivable, invoice processing, expense reporting, and vendor follow-ups to cover transient gaps in the finance team.
• Operational excellence. Maintain documentation, templates, and processes that reduce friction and keep the company running efficiently.
• Confidential support. Handle sensitive information with absolute discretion and professionalism.
• Culture and events. Coordinate company events, team offsites, and culture initiatives to strengthen our growing team.

Qualifications

• Proven experience as an Executive Assistant or similar role in a fast-paced environment. Startup or scaleup experience is a plus.
• Strong organizational skills with the ability to manage multiple priorities and stakeholders.
• Fluency in both German and English, written and spoken, is required.
• Basic understanding of finance operations (AP/AR, expense management, bookkeeping support).
• Proficiency with modern productivity tools — Google Workspace, Slack, Notion, project management and finance tools.
• Ability to anticipate needs, solve problems proactively, and stay two steps ahead.
• Interest in automation and comfort working in an AI-driven company culture is a strong plus.

Personal Characteristics

• Builder mindset — you create order, structure, and systems that make life easier.
• Ownership mentality — you take responsibility and see things through without being asked twice.
• Discretion — you handle sensitive information with care and professionalism; you sit next to confidential conversations without making them weird.
• Detail-oriented — lost packages, missed deliveries, and forgotten orders all start with one small thing being overlooked. You catch them.
• Adaptable — you’re comfortable in a high-growth, ever-changing environment, and not afraid to jump into finance or ops tasks when needed.

Closing

If you take pride in being the person who makes things run smoothly — and you want to see how a venture-backed startup actually scales from the inside — we’d love to hear from you.