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

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

Job summary

PHENOGY Europe GmbH is seeking an experienced executive assistant to support the Managing Director and strengthen coordination across the business. The role manages complex international schedules, coordinates correspondence, and prepares meeting notes and executive memos to ensure priorities move forward.

The position is office-based in Bremen, collaborating with senior executives, government and university contacts, customers, and partners.

Qualifications

• 3+ years in executive assistance, executive coordination, or similar role supporting senior leadership.
• Native-level German and fluent English for polished correspondence and memos.
• Experience managing complex calendars across multiple time zones.
• Working knowledge of administrative/legal frameworks used by public authorities and universities.
• Strong command of Microsoft Office and CRM systems.

Responsibilities

• Manage the Managing Director's calendar across multiple time zones, including calls, meetings, conferences, and keynote engagements; prevent conflicts and ensure preparation.
• Track calls, emails, commitments, deadlines, and follow-ups; discuss priorities and drive tasks to completion.
• Draft and coordinate professional email correspondence and respond to internal and external stakeholders.
• Capture notes from key meetings and convert them into memos, decisions, and action items.
• Maintain information flow between the Managing Director and PHENOGY's teams, keeping him informed of developments.
• Serve as a trusted contact when the Managing Director travels or is unavailable; route requests and escalate issues.
• Coordinate communication with C-level executives, government representatives, universities, and internal partners.
• Support administrative processes involving public authorities and universities, including certifications and tenders.
• Prepare and format presentations, executive briefings, meeting materials, and CRM records.

Skills

Calendar management

German & English

MS Office & Outlook

CRM systems

Public authorities

Job description

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 escalte issues 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.