Executive Assistant to the CEO

Transform 800,000 hectares of greenhouses into fully-autonomous unmanned food production sites

At Eternal, we're building the future of sustainable food production. Our mission is to convert the world's existing greenhouses into unmanned facilities that can produce fresh food year-round - addressing the critical need to double food production by 2050 while facing severe labor shortages, water scarcity, and climate challenges.

About the Role

We're seeking an exceptional Executive Assistant to support our founders in building the world's best horticultural robotics company. This is a vital operational role where you'll ensure our leadership team can focus on strategic priorities while you handle the complex logistics of their day-to-day schedules and administrative needs.

As the Executive Assistant to the Founders, you'll be the operational backbone that keeps our leadership running smoothly. You'll manage complex calendars, coordinate travel, organize meetings, and ensure seamless communication flow - all while maintaining the highest standards of discretion and professionalism.

This role is perfect for someone who excels at anticipating needs, thrives on creating order from chaos, and takes genuine pride in enabling others to be their most productive.

What You'll Do

Executive Calendar & Schedule Management

• Master complex calendar orchestration for both founders across multiple time zones, ensuring optimal time allocation between internal meetings, external engagements, and focused work time
• Coordinate scheduling with investors, customers, partners, and team members, managing conflicts and priorities with diplomatic precision
• Protect founders' time by screening requests, managing meeting durations, and building in appropriate buffer time
• Maintain calendar hygiene with clear meeting titles, locations, dial-in details, and ensuring all participants have necessary information

Travel & Logistics Coordination

• Plan and execute seamless travel arrangements for complex multi-city trips, managing all details from flights and hotels to ground transportation and restaurant reservations
• Prepare comprehensive travel packets with itineraries, confirmation numbers, local contacts, and contingency plans
• Coordinate visa applications and ensure all travel documentation is current and accessible
• Handle real-time travel adjustments when plans change, maintaining composure and finding solutions quickly

Meeting & Event Support

• Prepare meeting rooms and technology ensuring video conferencing, presentations, and materials are ready
• Greet and host visitors to our Cologne office, providing a warm, professional first impression
• Coordinate catering for working sessions, board meetings, and team gatherings
• Manage logistics for conferences, trade shows & team events including offsites, celebrations, and company milestones

Communication & Administrative Excellence

• Manage founders' inboxes in Outlook by filtering, prioritizing, and flagging urgent items while handling routine correspondence
• Leverage AI tools to draft communications, conduct research, and create briefing materials efficiently
• Maintain organized filing systems in SharePoint and OneDrive for easy document retrieval
• Process expense reports accurately and promptly, maintaining meticulous records
• Handle confidential information with absolute discretion and professionalism

Office & Operational Support

• Serve as office point person for the Cologne location, interfacing with building management and vendors
• Manage office supplies and equipment, ensuring the workspace is well-stocked and functional
• Coordinate with HR on onboarding logistics for new team members
• Support ad-hoc requests from ordering team lunch to arranging courier services

Qualifications

Core Requirements

• Exceptional organizational skills with proven ability to manage multiple complex calendars and logistics
• Outstanding written and verbal communication in English; native fluency in German is a plus
• Tech-savvy with proficiency in Microsoft Office 365 (especially Outlook and Teams), calendar management tools, and travel booking platforms
• AI-literate with experience using LLMs (ChatGPT, Claude, etc.) and AI tools for research, content creation, and workflow optimization
• Calm under pressure - comfortable managing last-minute changes and competing priorities
• Impeccable attention to detail ensuring nothing falls through the cracks
• Professional discretion in handling confidential and sensitive information

What Sets You Apart

• Background in fast-paced startup or scale-up environments
• Experience using LLMs to streamline administrative workflows
• International experience coordinating across multiple offices and time zones
• Familiarity with German business culture and practices

Apply now

Ready to help revolutionize global food production? If you're excited by the prospect of working directly with founders to scale a company that matters, we'd love to hear from you.

We're committed to building a diverse and inclusive team. We strongly encourage applications from candidates of all backgrounds who demonstrate exceptional capability and share our mission.

Eternal is building unmanned food production sites that can sustainably produce fresh food year-round. Backed by world-class investors and partnering with leading agricultural companies, we're turning the vision of fully-autonomous unmanned greenhouses into reality.