Executive Assistant

About the Role

We are looking for an experienced, highly organized, and discreet Executive Assistant to provide comprehensive business and personal support to our senior leadership. You will be the executive's right hand: managing their time, coordinating travel and meetings, handling confidential matters, and taking care of personal arrangements so they can focus on what matters most.

Key Responsibilities

• Calendar Management: Manage complex, frequently changing calendars; schedule and prioritize meetings across time zones.
• Travel Coordination: Plan and book domestic and international travel, including flights, hotels, ground transport, visas, and detailed itineraries.
• Meeting Support: Prepare agendas, briefing materials, and presentations; take minutes and follow up on action items.
• Communication: Act as the first point of contact for internal and external stakeholders; screen calls, manage correspondence, and draft emails and documents.
• Personal Assistance: Handle personal matters for the executive, such as appointments, reservations, gifts, household or family-related arrangements, and private errands.
• Event Assistance: Assist in organize business events, executive dinners, board meetings, and VIP visits.
• Expense Budget Tracking: Process expense reports, invoices, and track budgets related to the executive's office.
• Team Coordination: Work closely with drivers, security, office management, and other assistants to ensure seamless logistics.
• Confidentiality: Handle sensitive business and personal information with absolute discretion.
• Flexibility: Be available outside standard working hours when required, and occasionally travel with the executive.

Requirements

• Minimum 5 years of experience as an Executive Assistant supporting C-level or senior executives.
• Proven experience as a Personal Assistant, handling both professional and private matters.
• Excellent organizational and time-management skills, with the ability to juggle multiple priorities.
• Advanced knowledge of MS Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace.
• Fluent English, written and spoken.
• Strong written and verbal communication skills, with a polished and professional manner.
• Proven ability to handle confidential information with complete discretion.
• Valid passport and willingness to travel.

Nice to Have

• German language skills.
• Experience in an international company.
• Experience with travel booking tools and expense management systems (e.g. SAP Concur).
• Event management or hospitality background.
• Valid driving license (Category B).
• A degree or certification in business administration or office management.

Personal Qualities

• Proactive: anticipates needs and solves problems before they arise.
• Calm and composed under pressure, adapting quickly to last-minute changes.
• Trustworthy, loyal, and highly discreet.
• Detail-oriented with excellent follow-through.
• Service-minded, with strong interpersonal skills and a positive attitude