Executive Assistant to the CEO (m/w/d)

🌍 About Kickscale

Kickscale is a fast-growing international B2B SaaS startup with customers in Germany, Great Britain, the Netherlands, Austria, Switzerland and Japan. We help sales, customer success and product teams sell more successfully based on data. Our AI solution is used by over 100 customers such as Lufthansa City Center, hello again, HILL International, Haufe Group and karriere.at. We analyse customer conversations and provide insights that have a real impact on sales and performance.

🎯 Your mission

As an Executive Assistant, you work directly with the CEO and ensure that nothing is left behind.

Our CEO is currently responsible for Sales, Finance & Operations and HR — and simply has too many open construction sites to make progress everywhere at the same time. You take on topics independently, drive them to completion and ensure that decisions do not die out. You are the link between CEO and teams, keeping track of things and ensuring that priorities are met.

Your goal: To relieve the CEO so that he can concentrate on the most important strategic decisions — while you have the rest under control.

You work closely with sales, marketing, product, engineering, HR, finance and the entire leadership team. This position gives you deep insight into all areas of a growing SaaS startup — and real participation from day 1.

🛠 Your tasks

CEO Support & Prioritization

• Independent takeover and continuation of issues that have stalled at the CEO
• Preparation of decision-making bases, briefings and summaries
• Follow-up of open to-dos, projects, and commitments — both internally and externally
• First point of contact for incoming inquiries to the CEO (email, Slack, LinkedIn)
• Preparation and follow-up of meetings: agendas, minutes, action items

Calendar & communication management

• Complete CEO calendar management: schedule coordination, prioritization, buffer times
• Coordinating meetings with prospects, customers, investors and partners
• Preparation of interview documents and background information before each appointment
• Communication on behalf of the CEO for internal and external inquiries
• Travel planning and logistics for events, trade fairs and business trips

Sales Support & Coordination

• Support in preparing proposals, offers and presentations
• Tracking open deals and next steps in CRM (HubSpot)
• Coordinating follow-ups with prospects and customers
• Preparation of sales meetings and QBRs: data, decks, lists of participants
• Support with partner meetings, pilot projects and strategic accounts

Marketing Support & CEO Personal Brand

• Identification of content events from everyday work: customer stories, product updates, lessons learned, industry insights
• Prepare short-form content from meetings, webinars and kickscale recordings (e.g. clips, quotes, carousels)
• Coordination and editing of guest contributions, interviews and podcast appearances by the CEO
• Support with content for LinkedIn, newsletters, and the Kickscale website
• Monitoring the reach, engagement, and growth of sales accounts

Finance & Operations

• Support in preparing reports, budget overviews and KPI dashboards
• Coordination with tax advisors, accountants and external service providers
• Follow-up of outstanding invoices, contracts and deadlines
• Maintaining operational processes and internal documentation (e.g. Notion, Google Drive)
• Preparation of board updates and investor reports

HR & Recruiting

• Coordination of the entire recruiting process: job postings, applicant management, appointment scheduling
• First contact with candidates on LinkedIn and other platforms
• Building and maintaining a talent pipeline for relevant positions
• Onboarding coordination for new employees
• Support in building the employer brand in Graz and Austria
• Organization of team events, offsites and internal events

🧬 What you bring

• 1—3 years of experience in a similar role — as EA, Chief of Staff, Operations Manager, or in a Startup Generalist position
• You are extremely organized, keep track of things even in chaotic phases and know how to set priorities
• High degree of personal responsibility: You take on topics completely and bring them to a conclusion — without constant questions
• Discreet, trustworthy personality — you work with sensitive information from all areas of the company
• Strong written and oral communication skills in German and English
• Experience with common business tools: HubSpot, Notion, Google Workspace, Slack
• Interest in B2B SaaS, sales and modern corporate structures
• Hands-on mentality: You like taking things into your own hands and aren't paralyzed by ambiguity

🎁 What we offer

• One of the most central roles in the company — you work directly with the CEO and see everything
• Deep insight into sales, finance, HR and operations of a growing international SaaS startup
• Real creative freedom: Your work has an immediate visible impact
• Quick learning curve by working on very different topics at the same time
• Modern office in Graz and a motivated, international team
• Flexible working hours and the opportunity to develop within the company
• An environment where initiative is rewarded — not seniority
• Compensation: Gross monthly salary starting at €3,200 (full time basis). Willingness to overpay depending on qualifications and experience. The minimum salary set by the collective agreement is, of course, met.