Executive Assistant & Business Operations

Location: Schönefeld, Germany – Hybrid
Employment Type: Full-time
Experience: 3+ Years
Languages: German C2, English C1

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.

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.
• Experience with Notion, Confluence, or similar knowledge/process management tools.
• 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.

Preferred Skills

• Executive and C-level support
• Business Operations
• Office Management
• Project Management
• Process Optimization
• HR and Recruitment Coordination
• Basic Finance and Accounting Support
• Contract and Document Management
• Google Workspace
• Notion / Confluence
• Reporting and Business Analysis
• Event and Offsite Management
• Confidential Information Handling