CEO Office Associate (f/m/d)

At IDnow, we believe innovation is finding solutions to problems that don't yet exist but are sure to impact our future. Making the connected world a safer place is and has been our vision from the very beginning.

Our identity verification SaaS solutions enable businesses to make reliable, informed decisions in an instant. We offer robust, secure and seamless solutions to protect against player fraud, identity theft or forging signatures. It is not only mandatory and reduces business loss, but it also becomes a highly competitive advantage, as customer experience and retention rates improve substantially. We help our clients to increase security, improve customer conversion, and streamline their onboarding process.

We understand that regulation and our clients’ requirements are constantly evolving, so we evolve with them. Thanks to our close relationships with industry regulators, our solutions comply with multi-jurisdictional KYC ("Know Your Customer") regulations, allowing customers to process a wide variety of identity documents, and onboard and service consumers from all around the world in different markets and countries.

This position is a part-time (20h), permanent position. It is based in Berlin, Germany.

We are seeking a highly organized and proactive CEO Office Associate to support the smooth running of the CEO Office. Reporting directly to the Chief of Staff, this role will be instrumental in preparing materials, maintaining documentation, and improving internal workflows through AI, automation, and smart tooling. The mission of this position is to ensure that the CEO Office operates efficiently and effectively, enabling the CEO to focus on strategic initiatives and OKRs.

Key Responsibilities

The role involves a mix of administrative support, project management, and operational excellence. This role works closely with and is expected to have a strong working relationship with the rest of the CEO office team, especially the Chief of Staff.

• Support the Chief of Staff in the preparation for Board and Leadership meetings: Assist in the preparation of slides, conduct research, and to maintain a high level of execution support readiness.
• Track Strategic Initiatives : Collaborate with the PMO Lead to monitor the progress of strategic initiatives and OKRs. Maintain an up-to-date status across all tracked initiatives, tasks, and OKRs in Jira, aiming for ≥95% accuracy.
• Document Key Meetings : Record action items, decisions, and outcomes from key meetings. Ensure that all documentation is comprehensive and readily accessible.
• Provide Administrative Support : Offer support for offsites, tools, and internal reporting. Manage administrative tasks to ensure smooth operations and effective communication within the team.
• Implement AI and Automation : Identify and implement AI-powered and automated workflows for the CEO Office using tools like Langdock, Slack, Microsoft 365, and Atlassian (Confluence, Jira). Launch at least 3 new workflows or tools that reduce manual effort or improve visibility.
• Maintain Internal Documentation : Optimize internal documentation and dashboards to enhance efficiency and visibility within the CEO Office.
• Conduct Ad Hoc Research : Perform ad hoc research and analysis as required to support the CEO Office in making informed decisions.

Preferred Experience

• 2+ years of professional experience in a similar role
• Bachelor's degree required
• Organizational Skills: Able to handle several projects and topics at once, ensuring that all tasks are completed on time and to a high standard.
• Technical Proficiency : You are a digital native, using AI in your day-to-day work, and ideally you are also comfortable with project management tools.
• Attention to Detail : Ability to maintain accuracy and thoroughness in all documentation and reporting tasks.
• Problem-Solving : Strong problem-solving skills with a solution-oriented attitude, able to identify and address issues proactively.
• Stakeholder Management : You have worked hand-in-hand with the teams in business operations, strategy, consulting, finance, or similar
• Communication Skills : Very good written, verbal, and interpersonal skills, fostering a good team atmosphere and effective communication with stakeholders.
• Confidentiality : Skilled at handling and maintaining confidentiality, ensuring that all sensitive information is managed appropriately.
• Adaptability : Autonomous, strategic, big-picture thinker with a goal-oriented mindset, able to adapt to changing priorities and deadlines.
• International Experience : Comfortable working with stakeholders located in other European countries (France, Germany)
• Fluent English and good knowledge of German

Perks & Benefits

• Health & Wellbeing: Use your full access to the mental health platform nilo, including 1on1 sessions.
• We value personal and professional development: make full use of the training Platform Udemy!
• A supportive feedback-based culture where respect and integrity guide us in what we do.
• We make your remote work comfy: we provide support on equipment and offer flexible working hours; we help you collaborate and connect with your colleagues both locally and remotely.
• Paid special leave days.
• Workcation possibilities.
• Other benefits specific to your location.

IDnow applies the principles of non-discrimination and equality: We strive to establish, maintain, and promote an open and inclusive recruitment process and working environment by respecting the principles of equal opportunities. Including but not limited to: sex, race or ethnic origin, religion or convictions, gender identity, citizenship, marital status, disability, age, or sexual orientation.

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