Executive Assistant (m​/f​/d) - Libra

About the role

Provide organizational and administrative support primarily to the CEO/MD of Libra, enabling him to perform his activities effectively and efficiently. The role also provides limited support to the Core Leadership Team for a select number of shared activities.

• Secretarial support:
  • Maintain the CEO’s calendar and schedule appointments and meetings.
  • Prepare meetings and events, arrange facilities and accommodations.
  • Welcome and receive visitors.
  • Schedule and organize Libra Leadership Team meetings and all‑employee meetings, both live and virtual, including agenda preparation and feedback gathering on request.
  • Provide reminders about annual cycles and schedules and ensure they are reflected in the schedules of the Leadership Team.
• Information Management:
  • Maintain and administer documentation and filing systems to ensure information remains accessible and available.
  • Establish and maintain documentation, correspondence archives, and filing systems.
  • Provide and obtain information for the CEO from internal and external parties.
  • Organize communication channels for management and all employee communication (channel set up, access, distribution lists, etc).
• Organizational Support:
  • Handle organizational matters to enable the CEO and Leadership Team to perform their responsibilities in accordance with agreed objectives.
  • Organize registrations, hotel accommodations, and international travel and assist during travel.
  • Organize offsite meetings, leadership events, and team meetings, including venue selection, logistics, travel arrangements, accommodation, catering, and onsite coordination.
  • Act as point of contact for facility‑related matters (office supplies, cleaning services, other facilities, and office access management).
  • Support onboarding logistics for new employees (laptop requests, building access, and onboarding instructions).
• Administrative Support:
  • Provide administrative support to facilitate efficient execution of managerial responsibilities.
  • Prepare periodic and ad hoc reports for CEO.
  • Design and update PowerPoint presentations for CEO.
  • Process and monitor invoices and expense claims for the CEO, ensuring timely submission, approval, compliance with company policies, and accurate record keeping. In peak times also offer the support for Leadership Team members.

• Education – Bachelor's degree or a successfully completed vocational training program with relevant experience. Relevant education in Office Management or comparable.
• Experience – Minimum 5 years of relevant experience in internationally operating organizations; strong knowledge of Microsoft Office; ability to manage multiple priorities and work effectively during peak periods; proven ability to communicate effectively with different management styles and personalities; fluent in English and German, both written and spoken (at least level B2); based in Berlin, Germany, with on-site presence at the Libra office required.

• Permanent employment from day one
• Work abroad flexibly:
  Work from anywhere within the EU for up to 20 days within a twelve-month period
• Rest & time off: 26 vacation days
• Show your commitment: 1 additional day off per year for your volunteer work (Volunteer Day)
• Support for development: E-learning via Linked In, online language training with go Fluent, and other training and development opportunities
• Modern on‑site working:
  Attractive office in Berlin

We welcome all people – regardless of gender, nationality, ethnic and social background, disability, religion, age, sexual orientation and identity.