We’re seeking an Personal Assistant to facilitate the daily activities of the Chief Executive Officer (CEO), ensuring that tasks are completed smoothly and efficiently.
Position Overview
The Personal Assistant supports the Chief Executive Officer (CEO) by ensuring daily activities run smoothly and efficiently. This role coordinates meetings and travel, manages personal and professional correspondence, and handles administrative duties. Acting as a key point of contact between the CEO and employees, the Personal Assistant helps maintain clear communication across the organization and adapts to a hybrid (onsite/online) working 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
- Daily Schedule Coordination – Organize the CEO’s calendar, coordinate meetings, and provide timely reminders.
- Travel & Booking Management – Arrange itineraries, accommodations, and transport aligned with business and personal needs.
- Email & Correspondence Handling – Draft and send communications; manage incoming messages for prompt responses or delegation.
- Administrative Tasks – Prepare documents, reports, and presentations; manage filing and office records.
- Internal & External Communication – Act as liaison between CEO and employees; maintain confidentiality.
- Personal Task Support – Assist with personal tasks delegated by the CEO, ensuring professionalism and discretion.
- Hybrid Environment Adaptation – Manage tasks across virtual and physical environments using digital tools.
- Coordination with Executive Secretary – Collaborate with administrative staff to align schedules and provide support during high-demand periods.
Must Have
- Degree in Business Administration, Office Management, or related field
- 2+ years of experience as a personal/executive assistant in fast-paced or hybrid environments.
- Strong organizational and time-management skills.
- Proficiency with Microsoft Office, email platforms, and digital productivity tools.
- Excellent written and verbal communication skills in English (German proficiency a plus).
- Proven ability to handle sensitive information with discretion.
- Experience with CRM/ERP systems such as Odoo.
- Flexible, adaptable, and calm under pressure.
- Detail-oriented, proactive, and resourceful.
Preferred Skills
- Knowledge of GDPR and data protection best practices.
- Multilingual skills (C1 in English and A2/B1 in German required).
- Familiarity with European relocation services, visa procedures, or expat communities.
- Able to remain calm under pressure and efficiently handle unexpected situations.