EXECUTIVE ASSISTANT TO THE CEO (AI-DRIVEN PROJECT & ADMIN SUPPORT)
Indefinite contract – fulltime (M/F/X)
Company: nanoGrid
Location: Erembodegem, Belgium
About nanoGrid:
nanoGrid is at the forefront of energy intelligence and sustainability monitoring. We deploy smart metering solutions and cutting-edge software to turn real-time utility data into actionable insights for asset owners across Europe. As we scale, we are looking for a reliable and tech-savvy Executive Assistant who will work directly with our CEO to ensure operational efficiency and seamless follow-up of all running projects.
About the Role:
We are seeking an Executive Assistant who is deeply comfortable with technology, structured in their approach, and ready to become the CEO's administrative right hand. This is not a business development or senior strategy role—it is a highly operational and detail-focused position that supports execution across our fast-growing business.
Key Responsibilities:
* Act as the administrative right hand of the CEO and ensure structured follow-up of daily priorities and tasks.
* Keep track of all ongoing projects and tasks across teams using tools like JIRA, Notion, or similar project management platforms.
* Maintain accurate records of meeting summaries using AI tools (Otter, Fireflies, etc.) and ensure actions are followed up.
* Sit down with the CEO (up to 3x/day) to align on the current status of projects, next steps, and deadlines.
* Monitor lead generation pipelines and ensure all prospects are being followed up administratively (no sales calls).
* Support the automation of repetitive workflows using AI, and ensure implementation of AI across administrative processes.
* Help prepare documentation, schedules, internal reporting, and follow-up messages as needed.
You are:
* Detail-oriented and organized with strong administrative instincts.
* Tech-savvy, curious, and willing to learn new tools and AI platforms.
* Fluent in English and Dutch (French is a plus).
* A doer: proactive, hands-on, and comfortable working in a fast-paced startup environment.
* Highly reliable and discrete, with strong ownership.
You have:
* Experience using AI tools like ChatGPT, Claude, Fireflies, Notion AI, etc.
* Experience using project/task management platforms such as Jira, Trello, Asana, or Notion.
* Minimum 2 years of relevant work experience in an assistant, coordinator, or operational support role.
What we offer:
* A front-row seat in a fast-growing European scale-up
* Daily learning on the intersection of energy tech and AI
* A small but passionate and dynamic team
* Flexibility in work setup and the opportunity to make a real difference
How to Apply: Please send your CV and a short motivation (in English) to Karin.van.overwaelle@nanogrid.com or reach out via LinkedIn. A cover letter is not required, but appreciated.
Note: High-level strategic profiles looking for a managerial or business development role don’t need to apply. We are looking for a loyal and structured executor who thrives on enabling others to perform better.