Executive Assistant & Business Operations

Job Overview

We are looking for an experienced and highly organized Executive Assistant & Business Operations professional to support senior management and take ownership of administrative, operational, project, HR, and finance‑related activities.

The ideal candidate is proactive, discreet, hands‑on, and comfortable managing multiple priorities in a fast‑paced environment. This role offers significant responsibility and the opportunity to contribute to business operations, process improvement, and strategic initiatives.

Key Responsibilities

• Manage calendars, travel arrangements, and email inboxes for senior management in a proactive and organized manner.
• Prepare meetings, coordinate agendas, document decisions, and ensure timely follow‑up on action items.
• Manage office administration, including supplies, documentation, records, and contract‑related activities.
• Coordinate onboarding activities and ensure a smooth experience for new employees.
• Organize internal events, team activities, and offsites from planning through execution and follow‑up.
• Prepare reports, presentations, business analyses, and management information.
• Research, structure, and present information required for strategic business decisions.
• Take ownership of projects across administration, HR, and business development from planning through implementation.
• Identify opportunities for process improvement, automation, and operational efficiency.
• Coordinate interviews, communicate professionally with candidates, and support recruitment administration.
• Support preliminary accounting activities, including collecting and checking invoices and receipts and coordinating documentation with external accounting partners.
• Manage expense and corporate card documentation for senior management.
• Monitor payment deadlines and contracts and support accounting, approval, and controlling processes.
• Support senior management with selected confidential and time-sensitive administrative matters.
• Maintain and improve internal knowledge and process management systems using tools such as Google Workspace, Notion, or Confluence
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Requirements

• Minimum 3 years of professional experience in Executive Assistance, Business Operations, Office Management, Administration, or similar roles.
• Experience working closely with senior management or C‑level executives.
• Demonstrated ownership of projects and ability to independently drive initiatives to completion.
• High level of discretion, confidentiality, reliability, and professionalism.
• Strong organizational and time‑management skills with excellent attention to detail.
• Good numerical and analytical skills.
• Strong working knowledge of Google Workspace
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• Experience with Notion, Confluence, or similar knowledge/process management tools
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• German C2 and English C1 proficiency.
• Hands‑on approach and willingness to work regularly from the Schönefeld office.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities in a dynamic and fast‑changing environment.
• Driving licence Class B is an advantage.