Executive Assistant – CTO

Responsibilities

• Own the CTO's calendar end-to-end: proactively manage scheduling across time zones, prioritize requests, resolve conflicts, and protect focus time. Coordinate with internal teams (Engineering, Product, Sales) and external stakeholders to ensure meetings are well‑prepared and purposeful.
• Plan and coordinate events: lead the logistics of internal and external events involving the CTO, including team offsites, conferences, customer visits, and speaking engagements. Handle travel bookings, venue coordination, and on‑the‑day execution.
• Manage administrative and financial tasks: process and track invoices, expense reports, and purchase orders related to the CTO's scope. Liaise with Finance to ensure timely approvals and accurate record‑keeping.
• Prepare and organize key communications: draft emails, meeting agendas, briefing notes, and follow‑up summaries on behalf of the CTO. Ensure the right information reaches the right people at the right time.
• Act as the CTO's operational partner: proactively identify and solve logistical or administrative bottlenecks before they arise. Handle ad‑hoc requests with speed and discretion, adapting to shifting priorities in a fast‑moving environment.

• 3+ years of experience as an Executive Assistant, Personal Assistant, or Chief of Staff, ideally supporting a C‑level or senior leader in a tech or scale‑up environment.
• Proven track record of managing complex, multi‑timezone calendars with full autonomy.
• Demonstrated experience handling administrative financial tasks: invoice processing, expense management, vendor coordination.
• Hands‑on experience planning and coordinating professional events (internal offsites, client events, or conferences).
• Proficient with productivity and scheduling tools:
  Google Workspace (Gmail, Calendar, Meet), Slack, Notion or equivalent.
• Excellent written and verbal communication in English;
  French is a strong plus.
• Highly organized, detail‑oriented, and able to manage competing priorities without losing the big picture.
• Discreet, trustworthy, and comfortable handling confidential information.
• Genuinely autonomous: you don't wait to be told what to do; you anticipate, act, and follow through.
• Nice to have: experience in a B2B SaaS, deep‑tech, or engineering software company.