Business Operations Associate

Excelloit Consultancy Services; Schönefeld; On-site; EUR 55,000 - 75,000; Full time

Job summary

Excelloit Consultancy Services seeks an experienced Executive Assistant & Business Operations professional to support senior management and own administrative, operational, HR, and finance tasks. You will drive process improvements, manage complex calendars, and coordinate major projects in a fast-paced environment.

The role requires 3+ years of experience, German C2 and English C1, hands-on organization, and a willingness to work from the Schönefeld office.

Qualifications

• 3+ years of professional experience in executive support or business operations.
• Experience supporting senior management or C-level executives.
• Strong organizational and communication skills with attention to detail.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Google Workspace and knowledge/process tools.

Responsibilities

• Manage calendars, travel arrangements, and email inboxes for senior management.
• Prepare meetings, coordinate agendas, and follow up on action items.
• Oversee office administration, documentation, and contracts.
• Coordinate onboarding and organize internal events and offsites.
• Prepare reports, presentations, and business analyses.
• Support recruitment administration and candidate communications.
• Assist preliminary accounting activities and vendor documentation.
• Monitor payment deadlines and support controlling processes.
• Contribute to process improvements and automation initiatives.
• Maintain knowledge/process management systems.

Skills

Calendar management

Travel arrangements

Email management

Discretion

Time management

Google Workspace

Notion

Confluence

C2 German

C1 English

Tools

Google Workspace

Notion

Confluence

Job description

Executive Assistant & Business Operations

Employment Type: Full-time

Experience: 3+ Years

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.