Executive or Team Assistant

Job Summary
We are seeking a highly organized, proactive, and detail-oriented  Executive or Team Assistant  (m/f/d) to support our Partners and Managing Directors across multiple locations in Europe and beyond.
This is a dedicated executive support role where excellence in organization, discretion, and anticipating needs are essential. As part of our collaborative Assistant team, you will ensure seamless day-to-day operations by managing complex schedules, coordinating international travel, and providing exceptional administrative support in a fast-paced environment.

Key Responsibilities
Manage complex executive calendars across multiple time zones, proactively identifying and resolving scheduling conflicts
Screen and prioritize emails, calls, and other communications, and draft routine correspondence such as meeting confirmations and scheduling requests
Coordinate international travel, including flights, accommodation, ground transportation, visas where applicable, and detailed itineraries, with the flexibility to adapt plans at short notice
Process expense reports, quarterly time tracking, invoices, and procurement related to executive activities
Prepare reports, presentations, and other meeting materials as required
Coordinate internal and external meetings and events, including room bookings, catering, guest registration, and restaurant reservations
Handle highly confidential information with the utmost discretion and professionalism
Act as a trusted liaison between executives and internal and external stakeholders, including investors, portfolio companies, and advisors
Track follow-up actions and key deadlines arising from meetings to ensure timely execution
Collaborate closely with Executive Assistants across all offices, providing support and coverage during absences
Contribute to firm-wide initiatives and special projects, including internal and external events and merchandising activities
Essential Attributes:
3-5+ years of experience as an Executive Assistant, Personal Assistant, or in a comparable executive support role
Exceptional organizational skills with outstanding attention to detail
Excellent time management skills and the ability to prioritize multiple competing demands
Strong interpersonal and communication skills, with confidence interacting at all levels of seniority
Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and the ability to quickly adopt new business systems, including travel, expense, and AI-enabled productivity tools
Absolute discretion and professionalism when handling confidential information
Calm, resourceful, and solution-oriented under pressure
Highly proactive, anticipating executive needs before they arise
Business-fluent English is essential;
German would be an advantage
Preferred Attributes
Experience in Private Equity, Venture Capital, consulting, finance or insurance sector
Experience in premium guest services, luxury travel, or other high-service environments where anticipating client needs is critical.
Strong digital aptitude and enthusiasm for leveraging new technologies to improve efficiency and productivity
Bachelor’s degree preferred
What we Offer
A stable and highly valued role within a leading international investment firm
Close collaboration with senior leadership across multiple international offices
A welcoming and experienced Executive Assistant team, with a collaborative culture and strong mutual support
A modern office in the heart of sunny Valencia
Flexibility to work from home one day per week
Weekly delivery of office snacks, fresh fruit, and beverages
Unlimited freshly brewed coffee from our bean-to-cup coffee machine
Company-paid Uber Eats when working in the office after 7:00 pm
Company-paid Free Now ride home when working in the office after 9:00 pm
Opportunities to contribute to firm-wide initiatives and grow within a collaborative, international environment

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