We’re seeking an Executive Secretary to serves as the organizational backbone for the Chief Executive Officer (CEO), ensuring seamless administrative operations.
Position Overview
The Executive Secretary manages the CEO’s schedule, communications, documentation, and ERP functions, while also administering the CEO’s professional LinkedIn account. Acting as a liaison between the CEO and internal departments, the Executive Secretary supports the Executive Vice President (EVP) when required and coordinates cross-departmental activities—particularly with commercial teams—to ensure smooth operations in a hybrid (online/offline) environment.
Important Notice
All positions advertised represent planned recruitment needs and may not be immediately available. They are expected to open during the upcoming period. The publication of these vacancies does not constitute a binding offer of employment at the present time.
Responsibilities
- Office & Calendar Management – Organize schedules, meetings, agendas, minutes, and travel arrangements.
- Communication & Correspondence – Manage emails, mail, reports, and presentations on behalf of the CEO.
- LinkedIn & Media Management – Maintain the CEO’s LinkedIn profile; prepare professional updates and announcements.
- Document Archiving & ERP Administration – Maintain filing systems; manage ERP entries for executive office transactions and records.
- Administrative Coordination – Draft communications, monitor deadlines, and improve office procedures.
- Interdepartmental Liaison – Act as the primary contact between the CEO and departments; coordinate collaborative projects.
- Support to EVP – Provide administrative support during CEO’s absence; assist with delegated tasks.
Must Have
- Qualifications: Bachelor’s degree in Business Administration, Office Management, or related field.
- Experience: 3+ years of experience as an executive assistant or office manager (hybrid/start-up preferred).
- Proficiency in ERP systems and Microsoft Office tools.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills in English (German proficiency advantageous).
- Experience managing professional social media accounts.
- Experience using ERP systems such as Odoo ERP.
Preferred Skills
- Knowledge of GDPR and data protection best practices.
- Multilingual skills (C1 in English and A2/B2 in German required).
- Familiarity with European relocation services, visa procedures, or expat communities.