Executive Assistant to C>Labs CEO & Executive Director of Constructor Cyber Labs

Reports to: CEO and Executive Director

Start date: ASAP

About the role

We are hiring a highly organized, proactive Executive Assistant to support the CEO and Executive Director remotely. You will manage complex calendars, communications, travel, and day-to-day coordination—ensuring leadership priorities are executed smoothly and confidentially. The role includes occasional travel to Bremen for onsite support during key meetings, workshops, and events.

Key responsibilities

Calendar & meeting management

• Own and optimize CEO and Executive Director calendars: scheduling, prioritization, rescheduling, and conflict resolution.
• Coordinate meetings across global time zones, ensuring clear confirmation of time zones, attendees, and meeting details in every invitation and follow-up.
• Prepare meetings end-to-end: agendas, pre-reads, briefing notes, logistics, and follow-ups.

Executive communications

• Serve as a professional point of contact for internal and external stakeholders.
• Coordinate communications with key partners, board members, clients, and senior leaders.

Travel & expenses

• Plan domestic and international travel: flights, hotels, transfers, visas (when needed), itineraries.
• Manage expense submissions and approvals; track budgets related to travel and events.

Confidentiality & judgment

• Handle sensitive information with absolute discretion.
• Anticipate risks and resolve issues calmly with minimal escalation.

Requirements (must-have)

• 3+ years of experience as an Executive Assistant / Senior Administrative Assistant supporting senior leadership (C-level).
• Strong calendar management skills in complex, high-volume environments.
• Excellent written and verbal communication (English).
• High attention to detail and strong organizational habits (documentation, task tracking, follow-ups).
• Discretion and professionalism with confidential topics.
• Proficiency with Microsoft 365 (calendar, docs, spreadsheets), Zoom/Teams.

Nice-to-have

• Experience supporting two executives simultaneously and/or working with international stakeholders.
• Event planning (executive meetings, workshops, offsites) and vendor coordination.
• Experience in fast-growth tech, consulting, or multinational companies.
• Additional languages (e.g., Russian, German).

Key competencies

• Prioritization and calm under pressure
• Stakeholder management and diplomacy
• Clear, polished writing
• Structured execution and follow-through

About Constructor Group   

Founded in 2019 by tech and education entrepreneur Dr. Serg Bell, Constructor Group is a global institution dedicated to revolutionizing education and driving innovation in Machine Intelligence, Quantum Technology, Intelligent Materials, Hybrid Reality, and Life Engineering. Our ecosystem includes Constructor Knowledge, offering education tools and services worldwide; Constructor, a software company delivering advanced tech solutions; and Constructor Capital, providing early-stage funding for science, technology, and digital transformation projects. Backed by a diverse network of academic partners, business leaders, and Nobel laureates, Constructor Group is redefining education and technology for the future.