Executive Assistant (M/F/D)

LBS; Kühnsdorf; Hybrid; EUR 29,000 - 35,000; Full time

Job summary

HOT Engineering GmbH is a globally active energy consultancy delivering technical and advisory services across the energy sector. The Executive Assistant role offers close collaboration with the management team and acts as a central interface for internal teams, international clients and external stakeholders.

Based in Austria with work in Leoben and Vienna, this position can be hybrid or remote, with responsibilities spanning day-to-day executive support, project ownership, and assistance with

Qualifications

• Experience supporting management at C-level or with senior executives.
• Experience in project-driven or consulting environments.
• Excellent English communication, written and spoken.
• Strong organizational and time-management abilities.
• Ability to work independently and meet deadlines.
• Ability to interact professionally with clients and partners.

Responsibilities

• Support management in day-to-day and strategic matters.
• Assist in proposals, tenders, docs, deadlines, and submissions.
• Gather and verify information to support decisions.
• Communicate with clients and partners worldwide.
• Support technical teams with documents and presentations.
• Identify tasks and monitor deadlines; follow up.
• Own selected management projects or business initiatives.

Skills

C-level support

International experience

Analytical thinking

Organisational skills

Independent work

Discretion

Professional maturity

Client communication

Job description

Energy Consultancy / Engineering Consultancy

Part-Time / Full-Time

Type of contract: Employment, 20–40 hours per week

Location: Leoben, Vienna, hybrid or remote

Salary: Minimum gross monthly salary of €2,889.59 on a full-time basis according to the applicable Austrian collective agreement. Actual remuneration will depend on qualifications and professional experience, with the possibility of overpayment.

Your team

HOT Engineering GmbH is an internationally active energy consultancy providing highly specialised technical and advisory services to clients across the global energy industry.

For decades, the company has supported international energy companies, operators and institutions in complex projects across conventional and new energy sectors. Its work combines deep technical expertise with commercial understanding and international project experience.

As Executive Assistant, you will work directly with the management team and act as a central interface between management, internal teams, international clients, partners and external stakeholders.

This is not a traditional administrative assistant position. Depending on your experience and background, the role can range from high-level executive support to taking ownership of selected management projects, business development initiatives and strategic topics.

Your role

As Executive Assistant, you will be a trusted partner to the management team and a central point of contact, both internally and for international clients and partners.

Your responsibilities will include:

• supporting the management team in day-to-day business as well as strategic, commercial and operational matters;
• playing a key role in proposal and tendering processes, including preparing and compiling documents, monitoring deadlines and submission requirements, and ensuring submissions are complete, consistent and on time;
• gathering, structuring and verifying information from internal and external sources to support management decision-making;
• communicating professionally with clients, partners and external stakeholders worldwide, in writing, by phone and in person;
• supporting technical teams in preparing documents, reports and presentations, with particular attention to language, layout, consistency and completeness;
• identifying what needs to be done, anticipating deadlines and independently following up on outstanding tasks;
• depending on your experience, taking ownership of selected management projects, business development initiatives and strategic topics.

The position offers direct exposure to management and key business decisions, with a high degree of autonomy and responsibility. You will have the opportunity to work on internationally relevant projects and a broad range of energy-related topics, including oil and gas, underground gas storage, geothermal energy, hydrogen and CCS.

Flexible working arrangements are available, including work from the Leoben office, Vienna, hybrid or remote.

Qualifications, experience and skills

• Excellent written and spoken English;
• Several years of experience supporting management at C-level, ideally in a project-driven, consulting or technical environment;
• International experience and confidence working with international clients, partners and stakeholders;
• Strong analytical thinking and a highly structured and well‑organised approach to work;
• Ability to work independently and reliably and to see tasks through to completion;
• Excellent organisational skills, sound judgement and a high degree of personal initiative;
• Absolute discretion when handling confidential information;
• Professional maturity and the ability to keep personal opinion separate from the task at hand;
• Ability to represent the company professionally at every level.

Advantageous:

• Good or excellent German;
• Experience in the energy, engineering, consulting or technical sectors;
• Experience with proposals, tenders, business development or management projects.