From August 2026, or by arrangement, we are looking for an Executive Assistant
Responsibilities:
- Provide comprehensive administrative support to the Executive Management, including calendar management, travel coordination, meeting scheduling, and prioritization of activities.
- Serve as a primary contact between the Executive Management and internal and external stakeholders, including clients, employees, and business partners, managing communications, correspondence, inquiries, and follow-up actions.
- Prepare, manage, and maintain confidential documents, presentations, reports, and Board meeting materials, including agenda preparation, minute-taking, and distribution of relevant information.
- Coordinate appointments, approvals, signatures, and documentation for Board members, ensuring efficient administration and timely follow-up.
- Support the planning and coordination of projects and strategic initiatives, monitor timelines and deliverables, and proactively address scheduling conflicts and operational matters.
- Plan, organize, and execute recurring company events such as summer parties, Christmas celebrations, off-sites, and team events. Serve as the primary point of contact for external vendors, caterers, venues, and other third-party service providers.
- Support office management activities in coordination with the existing team, including welcoming guests, preparing meeting rooms, managing office supplies, handling incoming and outgoing mail, and coordinating refreshments and snacks.
- Perform a variety of ad hoc administrative and operational tasks as required.
Requirements:
- Several years of experience in a similar Executive Assistant, Personal Assistant, or Office Management role.
- Native German and very good English skills; additional languages are an advantage.
- Strong service orientation with a professional, client-focused mindset and excellent interpersonal skills.
- Proactive, hands-on, and solution-oriented personality with the ability to anticipate needs, think ahead, and act independently.
- Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
- Enjoy acting as a central point of contact and building strong relationships with internal and external stakeholders.
- Discreet, trustworthy, and able to handle confidential information with the highest level of professionalism.
- High service mentality with good manners and professional attitude.
- Advanced MS Office skills and strong digital literacy.
What you'll bring:
- You are a valued team member who brings people together and contributes to a motivating and collaborative work environment.
- You ensure that day-to-day operations run smoothly through your strong organizational skills and proactive approach.
- With your service-oriented mindset, you support the team and help foster a positive company culture.
- You play an important role in creating a welcoming, supportive, and enjoyable workplace for everyone.