Executive Assistant 70-100% (f/m/d)

PHENOGY AG; Bremen; On-site; EUR 52,000 - 60,000; Full time

Benefits offered by this job

Flexible work hours

Remote and on-site working in a modern

Sustainable office environment

Job summary

PHENOGY AG, headquartered in Bremen, seeks an experienced Executive Assistant to supporting the Managing Director and coordinate executive activity across global stakeholders. The role turns strategic priorities into actionable tasks, notes, and follow-through, working closely with senior leaders, partners, and public authorities.

The position is office-based in Bremen, with regular hours and cross-time-zone coordination.

Qualifications

• Native-level or fully fluent German and good professional English.
• Experience supporting senior leadership and coordinating complex calendars across time zones.
• Strong command of Microsoft Office (Outlook, Word, PowerPoint) and CRM systems.

Responsibilities

• Manage the Managing Director's calendar across multiple time zones, including calls, meetings, and engagements; ensure preparation.
• Track calls, emails, commitments, deadlines, and follow-ups; provide timely reminders and drive tasks to completion.
• Draft and coordinate professional email correspondence and respond to stakeholders within guidelines.
• Capture notes from key meetings and convert them into clear memos, decisions, and action items.
• Maintain information flow between the Managing Director and PHENOGY teams; inform on relevant developments.
• Serve as a trusted contact when the MD is traveling or unavailable; route requests and escalations appropriately.
• Coordinate communication with C-level executives, government representatives, universities, and internal partners.
• Support administrative processes involving public authorities and universities, including tenders and certifications.
• Prepare and format presentations, executive briefings, meeting materials, and CRM records.

Skills

Calendar management

German fluency

English proficiency

Microsoft Office

CRM systems

Stakeholder communication

Project coordination

Executive calendar

Tools

Microsoft Outlook

PowerPoint

CRM systems

Job description

PHENOGY AG is a leading innovator of battery energy storage technologies and solutions for the green electrification of the planet. Our team members work on future-proof and sustainable battery systems that are powerful, safe, and robust – with circularity as a central principle. Our technology partner network spans leading battery research institutes. PHENOGY is an environmentally and socially conscious enterprise. We are committed to fostering prosperity for the people and our planet, ensuring sustainable growth – starting in the area of our greatest expertise and impact: energy storage solutions.

As part of the PHENOGY Group, PHENOGY Europe GmbH has established its German headquarters in Bremen.

We energize the future.

PHENOGY is seeking curious, entrepreneurial-minded energy pioneers to help shape our vision, systems, and growth; playing a key-role as we launch into our ambitious future. If you're inspired by our mission, values, and drive to change how we energize the future — we'd love your application.

Location:

Bremen, Germany; 100% office-based

Schedule:

Regularly 8:00 a.m.-5:00 p.m., with a half-day Friday

Global communication:

International messages may arrive outside normal hours; routine responses are handled during working time unless otherwise agreed

Salary:

Salary range: €52,000–€60,000 gross annually, depending on qualifications and experience.

Travel:

No regular travel; occasional team events only

Reports to:

Managing Director, PHENOGY Europe GmbH / International Business Development Manager

Role Overview

PHENOGY is seeking an experienced, highly organized professional to support the Managing Director and strengthen coordination across the business. This role turns executive activity into clear communication, reliable follow-through, and practical value for the wider team. The successful candidate will manage a complex international schedule, coordinate correspondence and stakeholder communication, prepare meeting notes and executive memos, and help ensure that priorities, commitments, and formal processes move forward.

The position is office-based and works closely with colleagues, senior executives, government and university contacts, customers, partners, and other external stakeholders. It requires sound judgment, discretion, confidence, and the ability to understand context—not simply complete assigned tasks.

Key Responsibilities

• Manage the Managing Director's calendar across multiple time zones, including calls, meetings, conferences, and keynote engagements; prevent conflicts and ensure the Managing Director is fully prepared.
• Track calls, emails, commitments, deadlines, and follow-ups; discuss priorities with the Managing Director, provide timely reminders, and help drive tasks through completion.
• Draft and coordinate professional email correspondence and respond directly to internal and external stakeholders within agreed parameters.
• Capture notes from key meetings and convert them into clear memos, decisions, action items, and updates so the Managing Director's work creates value for the broader organization.
• Maintain an effective flow of information between the Managing Director and PHENOGY's teams, including keeping him informed of relevant internal and external developments.
• Serve as a trusted point of contact when the Managing Director is traveling or unavailable; resolve routine matters, route requests, and escalations appropriately.
• Coordinate communication with C-level executives, managing directors, government representatives, universities, colleagues across PHENOGY, and key internal partners.
• Support formal administrative processes involving public authorities and universities, including research-project applications, certifications, tenders, and related documentation and deadlines.
• Prepare and format presentations, executive briefings, meeting materials, customer and project documents, and maintain accurate records in relevant office and CRM systems.

What Success Looks Like in the First 6-12 Months

• The Managing Director's calendar, commitments, and communications are organized, accurate, and reliably followed through.
• Important meetings and external engagements are translated into useful memos, decisions, and actions that keep the wider team informed and aligned.
• The role develops trusted working relationships, increasingly exercises sound independent judgment, and earns positive feedback from the Managing Director and team.

Required Qualifications

• At least 3 years of experience in executive assistance, executive coordination, business development support, or a comparable role supporting senior leadership.
• Native-level or fully fluent German and good professional English, with the ability to prepare polished correspondence, meeting summaries, and executive memos.
• Demonstrated success managing complex calendars, competing priorities, international time zones, and high volumes of communication and follow-up.
• Working knowledge of the administrative and legal frameworks used by public authorities and universities, including research-project applications, certifications, and tenders—or directly comparable experience.
• Strong command of Microsoft Office, especially Outlook, Word, and PowerPoint; confidence learning and maintaining CRM and other internal systems.
• Excellent judgment, discretion, diplomacy, and situational awareness when communicating with senior business, government, academic, and external stakeholders.
• A proactive, structured, and service-oriented approach, with the ability to connect information, anticipate needs, and work effectively in a fast-moving international environment.

Preferred Experience

• Experience in battery technology, energy storage, BESS, clean energy, or another technical industry.
• Experience supporting public funding, research partnerships, certification processes, or institutional stakeholders.
• Experience in a startup, scale-up, or internationally distributed organization.

We offer you:

• Join a high-caliber environment that enables you to develop your full potential, shape your job, and take ownership.
• Participate in the development of PHENOGY and inspire the world to transition to sustainable energy.
• Become part of our eco-passionate expert team - a first-class team all around.
• Benefit from flexible work hours as well as remote and on-site working in a modern sustainable office
• Enjoy various events

At PHENOGY, we highly value diversity, equality, and inclusion. It makes our company stronger. Our philosophy: one mindset, many minds.

For recruitment and staffing agencies: PHENOGY works exclusively with selected recruitment partners under formal agreements. We do not accept unsolicited candidate submissions from agencies and assume no liability for claims made by unauthorized recruiters regarding our recruitment processes.