Executive Assistant

at  Pupil Labs GmbH

SUMMARY

We are looking for an Executive Assistant to work directly with our CEO and members of our leadership team at Pupil Labs. You must be proactive and be able to work autonomously as well as collaboratively on a diverse range of projects and tasks. We seek a team player who is organized and able to multi-task, prioritize, and take initiative.
At Pupil Labs, we build wearable eye tracking systems that power research and eye tracking applications. Today, our products empower thousands of users in academia and industry, clinical surgeons, elite athletes, astronauts on the international space station, and many more. Join Pupil Labs and help build the future of eye tracking.

KEY QUALIFICATIONS

2+ years experience as a Executive Assistant to leadership, or comparable.
Business level proficiency in written and spoken English and German.
Proactive attitude with a readiness to handle a diverse range of tasks independently. Anticipate needs and changes and react.
Ability to work autonomously on assignments and handle sensitive information with integrity.
Experience planning events and managing an office space.
Possess a growth mindset and thrive in fast paced work environments.

DESCRIPTION

You will be an Executive Assistant primarily partnering with our CEO and working with other members of leadership at Pupil Labs. Activities include:
Financial Coordination: Manage and pay outbound invoices, follow up on outstanding payments with customers, and liaise with the accounting team.
Operational Support: Oversee the purchasing and inventory of office supplies and equipment. Handle both inbound and outbound shipping logistics.
Research Administrative Functions: Co-author and manage funding applications for F&E and ZIM, Manage the Patent Process
Event Management: Plan and execute social events such as office lunches and outings to foster team spirit.
Office Maintenance: Ensure the office remains organized and presentable, including general upkeep, plant care, and coordinating office improvements or renovations.
Asset Management: Oversee buying, selling, and inventory management of office equipment and swag.
Human Resources Support: Assist with onboarding and de-boarding processes for employees, manage equipment setup and returns, and handle light HR duties such as tracking leave requests.

EDUCATION & EXPERIENCE

Bachelor’s degree or equivalent professional experience

Please refer the Job description for details