Executive Assistant

About HeyCharge HeyCharge is a Munich-based startup on a mission to make EV charging more accessible, reliable, and affordable. While hardware is required for EV charging, it’s incidental to our core offering: our powerful platform simplifies the entire lifecycle of EV charger management. From installation and billing to monitoring and load management, HeyCharge enables property operators to offer EV charging as an amenity without the complexity. As a full-service Charge Point Operator (CPO) in Germany, we work with leading property owners and asset managers to deliver turnkey charging solutions. At the same time, our patented SecureCharge technology powers a global platform, allowing other CPOs and OEMs to build their own services with offline-capable, cost-effective, and secure charging infrastructure. With backing from leading investors (including Y Combinator) and a growing international footprint, HeyCharge is scaling rapidly across Europe and beyond. Responsibilities

• Executive support: Manage calendars, emails, and travel for the CEO and leadership team; ensure leaders are prepared for every meeting.
• Meeting & 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 & 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/scale-up experience 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.
• Automation-first: You seek out ways to streamline repetitive tasks and free up time for higher-value work.
• Relationship builder: You inspire trust, build strong relationships, and represent HeyCharge with warmth and professionalism.
• Adaptable: You’re comfortable in a high-growth, ever-changing environment, and not afraid to jump into finance or ops tasks when needed.