CEO & HR Executive Assistant

dSPACE is a leading provider of simulation and validation solutions worldwide for developing networked, autonomous, and electrically powered vehicles. The company's range of end-to-end solutions are used particularly by automotive manufacturers and their suppliers to test the software and hardware components in their new vehicles long before a new model is allowed on the road. Not only is dSPACE a sought-after partner in vehicle development, but engineers also rely on our know-how when it comes to aerospace and industrial automation. Our portfolio ranges from end-to-end solutions for simulation and validation to engineering and consulting services as well as training and support. With more than 3,000 employees worldwide, dSPACE is headquartered in Paderborn, Germany; has three project centers in Germany; and serves customers through its regional companies in the USA, the UK, France, Japan, China, Croatia, Korea, India, Italy and Sweden.

We are seeking a highly organized, professional, and proactive HR & Executive Assistant to the CEO to join our team. This dual-role position provides day-to-day administrative support to the Human Resources function while also serving as a trusted administrative partner to the CEO.

The ideal candidate is someone who enjoys variety, takes initiative, handles confidential information with discretion, and is detail orientated. This position requires excellent communication skills and the ability to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities:

Human Resources Support

• Provide administrative support for day-to-day HR activities and employee programs.
• Assist with recruiting activities, coordinating interviews, communicating with candidates and scheduling pre-employment activities.
• Maintain accurate and confidential employee records and HR documentation.
• Support employee training, development, and company events.
• Track required documentation, training, and other HR-related deadlines.
• Help maintain organized and efficient HR processes while ensuring a high level of confidentiality.

Executive Assistant to the CEO

• Provide professional administrative support to the CEO.
• Manage and coordinate the CEO's calendar, meetings, appointments, and scheduling priorities.
• Coordinate travel arrangements, itineraries, and related logistics, as needed.
• Organize and prepare materials for meetings and executive discussions.
• Assist with correspondence, presentations, reports, and other executive-level communications.
• Track follow-up items and help ensure action items and deadlines are completed.
• Coordinate meetings with employees, customers, business partners, and other stakeholders.
• Anticipate scheduling conflicts, administrative needs, and priorities and proactively identify solutions.
• Handle sensitive business and personnel information with a high degree of professionalism and discretion.

Office & Administrative Support

• Reception duties
• Assist with company meetings, internal meetings, visitors and special projects.
• Coordinate with internal departments and external vendors for office supplies and maintenance when needed.
• Contribute to a professional, welcoming, and collaborative workplace environment.

Required Qualifications

• Minimum 3 years of experience in a similar role.
• Previous administrative, HR, executive support, or related professional experience required.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple priorities and adapt to changing demands.
• Professional demeanor and strong interpersonal skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently while collaborating effectively with employees at all levels of the organization.

Preferred Qualifications

• Associates's degree in Business Administration or a related field.
• Experience with HRIS information systems.
• Experience working in a engineering or technical business environment.

As an Equal Opportunity Employer, dSPACE Inc. provides all persons with equal opportunity and access to all aspects of employment process, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, marital status, age, disability, status as a protected veteran, or membership in any group protected by federal, state, or local anti-discrimination laws. DSPACE Inc. is also committed to providing reasonable accommodations to individuals with disabilities and disabled veterans.