Executive Assistant

Jobtailor; Hamburg; Hybrid; EUR 42.000 - 60.000; Vollzeit

Zusammenfassung

Jobtailor in Hamburg is seeking an experienced Office Manager/Executive Assistant to support the managing directors, coordinate calendar and travel, and streamline day-to-day operations in a hybrid work setting. You will handle invoicing support, office logistics, and act as a key liaison for the team and service providers, combining strong organization with proactive problem-solving in German and English.

This role offers a collaborative environment with regular office presence in Hamburg and

Qualifikationen

• Experience in a comparable position such as Team Assistant, Executive Assistant, Office Manager, or Chief of Staff
• Proactive, solution-oriented, and hands-on approach
• Ability to keep track of a wide range of topics simultaneously and set priorities
• Independent, reliable, and forward-thinking working style
• Excellent organizational skills
• Confident, friendly, and professional communication style
• Proficiency in Microsoft 365
• Experience with, or the ability to use, digital tools, automation, and AI strategically to optimize workflows
• Very good written and spoken German and English
• Willingness to work regularly from the Hamburg office while taking advantage of the flexibility of hybrid work

Aufgaben

• Support the managing directors in day-to-day operations
• Managing and preparing appointments
• Travel management
• General correspondence
• Coordinating the office and serving as the central point of contact for the team and service providers
• Organizing IT equipment, orders, and daily office supplies
• Supporting accounting with invoice processing
• Liaising with Accounting
• Managing petty cash
• Organizing team events
• Identify and drive topics and tasks independently and implement reliably
• Communicate with stakeholders and ensure information flow

Kenntnisse

Organizational skills

Proactive approach

Ability to prioritize

Strong communication

Bilingual German-English

Reliability

Office coordination

Tools

Microsoft 365

Automation tools

AI for workflows

Jobbeschreibung

• Supporting the managing directors in day-to-day operations
• Managing and preparing appointments
• Travel management
• General correspondence
• Coordinating the office and serving as the central point of contact for the team and service providers
• Organizing IT equipment, orders, and daily office supplies
• Supporting accounting with invoice processing
• Serving as the liaison to the Accounting team
• Managing petty cash
• Organizing team events
• Independently identifying, driving forward, and reliably implementing upcoming topics and tasks
• Communicating with a range of stakeholders and ensuring the flow of information

Requirements

• Experience in a comparable position, such as Team Assistant, Executive Assistant, Office Manager, or Chief of Staff
• Proactive, solution-oriented, and hands-on approach
• Ability to keep track of a wide range of topics simultaneously and set priorities
• Independent, reliable, and forward-thinking working style
• Excellent organizational skills
• Confident, friendly, and professional communication style
• Proficiency in Microsoft 365
• Experience with, or the ability to use, digital tools, automation, and AI strategically to optimize workflows
• Very good written and spoken German and English
• Willingness to work regularly from the Hamburg office while taking advantage of the flexibility of hybrid work

Core Competencies

Demonstrates strong organizational and communication skills while effectively managing day-to-day operations, appointments, and stakeholder interactions. Proficient in Microsoft 365 and capable of utilizing digital tools and automation to enhance workflow efficiency.

Highest-signal resume keywords

• Microsoft 365 Proficiency
• Organizational Skills
• Bilingual Communication (German and English)
• Experience as Executive Assistant
• Proactive Problem-Solving

Hard Skills

• Invoice Processing
• Travel Management
• Office Coordination
• Petty Cash Management
• Event Organization

Soft Skills

• Proactive Approach
• Solution-Oriented Mindset
• Reliable Working Style
• Friendly Communication
• Ability to Prioritize

Industry Keywords

• Team Assistant
• Executive Assistant
• Office Manager
• Chief of Staff
• Stakeholder Communication

Tools & Technologies

• Digital Tools
• Automation
• AI for Workflow Optimization