Executive / Administrative Assistant (Medical Device Start-Up)

We are an innovative medical device start-up focused on cardiac surgery, developing a novel vein harvesting system to improve outcomes in coronary artery bypass grafting procedures. Having successfully completed proof-of-concepts, we are now in the critical phase of finalizing our product design, preparing for certification, and transferring the design to manufacturing. Located in the west of Vienna with excellent access to public transport via the U4 line, we offer a dynamic and collaborative work environment where cutting-edge technology and life-saving solutions come together. Join us in shaping the future of cardiac surgery and making a real impact on patients' lives.

Executive / Administrative Assistant (Medical Device Start-Up)

Full-time or part-time position in Vienna (m/f/d)

Role Overview

We are seeking a highly organized and detail-oriented Executive/Administrative Assistant to support our leadership team and ensure the smooth operation of our office. As the first point of contact for correspondence, you will play a key role in facilitating communication on behalf of the leadership team, while also assisting with the coordination of meetings, team events, and workshops. In this role, you will serve as the primary liaison with our tax accountant, manage essential bookkeeping and grant-related tasks, and provide critical support in preparing reports and maintaining documentation. This position requires excellent multitasking skills and a proactive attitude to handle ad-hoc administrative duties as needed. If you thrive in a dynamic, fast-paced environment and have a passion for supporting operational excellence, we encourage you to apply.

Key Responsibilities

• Support the leadership team with various administrative tasks such as preparing presentations, reports, and project materials.
• Assist in the coordination of team events, meetings, and workshops.
• Support document management, including maintaining records, updating files, and tracking important project documentation.
• Act as the first point of contact for correspondence, responding to emails, and managing communications on behalf of the leadership team.
• Managing basic bookkeeping tasks such as tracking expenses and costs in an Excel sheet to ensure compliance with grant requirements.
• Serve as the primary point of contact with our tax accountant, ensuring timely and accurate communication for financial and tax-related matters.
• Assist with the preparation and submission of grant documentation and financial reports.
• Perform ad-hoc tasks as needed to ensure the efficient running of the office.

Qualifications

• Minimum of 3 years of experience in an administrative or executive assistant role.
• Basic knowledge of bookkeeping or experience tracking expenses and costs in Excel.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills in English; proficiency in German is a plus.
• Proficiency in Microsoft Office.
• Ability to prioritize tasks and work independently with minimal supervision.
• Strong interpersonal skills and the ability to work with senior leadership as well as cross-functional teams.
• A proactive attitude with a problem-solving mindset and the ability to handle multiple tasks under pressure.

What We Offer

• Competitive salary and benefits package.
• Flexible working hours and flexible remote work options to support work-life balance.
• Professional development opportunities and the chance to grow with the company.
• Convenient office location with excellent public transport connections (U4 line).
• The opportunity to work on life-saving technology in a high-impact role within a fast-growing start-up.
• A dynamic and collaborative environment where innovation and teamwork drive success.
• A supportive team culture with regular team events, fostering a strong sense of community.

How to Apply

If you are an organized and proactive professional looking for a new challenge in a fast-paced start-up environment, we would love to hear from you! Please send your CV and a brief cover letter via smart apply.

We have set a minimum gross salary of EUR2.800 per month for this position on a full-time basis. However, we are open to offering higher compensation based on your qualifications and experience. Additionally, we also offer the possibility of part-time employment for this role (with a minimum of 25h per week).

Valeriot FlexCo
Dipl.-Ing. Dipl.-Ing. Michael Flatscher
office@valeriot.com
Elßlergasse 26/8
1130 Wien
Web: http://www.valeriot.com