Executive Assistant

Executive Assistant

Department: House of Talent (HOT)

Reports to: Chief of Staff

🚀 The Short Pitch (What you tell people at parties)

Sendcloud is the leading shipping platform for e-commerce in Europe. We are on a mission to Solve Shipping Globally. We help over 30,000 merchants, from small webshops to big mid-market merchants, save time, money, and frustration on their logistics, so they can focus on growing their business. We’re one of Europe’s fastest-growing tech companies, and we’re just getting started. Our CEO and selected executive team members are focused on scaling the organization. Your job is to ensure nothing administrative or logistical ever reaches their deskq. You aren't just an assistant; you are an operational partner who owns the CEO’s time with total autonomy. Success in this role is measured by how much you prevent the CEO from having to think about his own schedule.

🧐 The Role

We are looking for a high-energy, proactive and operationally excellent Executive Assistant. This role is built on trust, anticipation, and autonomy. You will have full ownership over the CEO’s calendar, mail, travel, and logistics. You also offer some of your services to other Executive Team members. This is not a role for someone who waits for instructions; it is for a proactive professional who "takes the wheel" and intervenes when they see the CEO or other executives attempting to self-serve.

Key Responsibilities

• Calendar Ownership: You own the schedule. You don't just book meetings; you protect the CEO's time. You intervene if you see him booking his own slots and you proactively solve conflicts weeks in advance.
• Flawless Travel & Logistics: Manage end-to-end travel (flights, hotels, visas, transfers) with zero errors. You ensure the CEO has everything he needs before he asks for it.
• Anticipating Problems: You look ahead at the next weeks and months. If a board meeting overlaps with a personal commitment or a flight connection is too tight, you fix it before it becomes an issue.
• Autonomous Execution: You rather ask for forgiveness than for permission. On administrative and logistical matters, you make the call. You only escalate high-stakes decisions if needed.
• Executive Administration: Handle expense management (Navan), gift-giving for partners, and light correspondence. You ensure the CEO is prepared for every day or meeting by providing context where needed. Starting the day or week with a brief about what is important, what you can take off their plate and what can be delegated to the Chief of Staff or others.

What We Are Looking For

• Experience: Ideally someone who has 2+ years supporting C-level executives in a high-growth or corporate environment. If you do not fit this requirement, but you are highly motivated and get excited about this role, then we encourage you to apply nonetheless.
• Communication: Dutch native, fluent in English. You communicate in a way that is clear, direct and professional.
• Extreme Ownership: You find satisfaction in being the behind-the-scenes driver of success and administration. Keeping things running as a well-oiled machine is what gives you satisfaction.
• Assertiveness: You are comfortable "managing up." If the CEO tries to manage his own calendar, you politely but firmly take it back.
• High-Stakes Reliability: You are error-free in logistics. You understand that a missed flight or a double-booked meeting has a massive ripple effect.
• Tech-Savvy: You know your ways around all modern-day workspace tools (Gmail, Slack, Zoom, Google Meet, Google Docs, Slides, Sheets, Travel and Expense management platforms, etc.).
• Discretion & Professionalism: You have direct access to the CEOs (and potentially others) mailboxes and calendars. You handle sensitive information with absolute confidentiality and act as a professional extension of the CEO’s brand.