Executive Assistant & Business Operations

Excelloit Consultancy Services GmbH; Mülheim-Kärlich; Hybrid; EUR 50,000 - 80,000; Full time

Benefits offered by this job

Performance incentives

Flexible hours

Hybrid/remote options

International projects

Professional development

Career growth

Supportive environment

Health benefits

Paid leave

Modern tools

Job summary

Excelloit Consultancy Services GmbH is seeking an experienced Executive Assistant to support senior leadership, manage calendars, travel, and communications, and drive operational efficiency. You’ll coordinate onboarding, plan internal events, and prepare strategic reports while handling confidential information with discretion.

The role requires 3+ years in similar roles, fluency in German (C2) and English (C1), and hands-on collaboration from the Schönefeld office.

Qualifications

• 3+ years of professional experience in executive assistance, business operations, or office management.
• Experience supporting senior management or C-level executives.
• Demonstrated ownership of projects and independent initiative to completion.
• High level of discretion, confidentiality, reliability, and professionalism.
• Strong organizational and time-management skills with keen attention to detail.
• Good numerical and analytical skills.
• Proficient with Google Workspace; experience with Notion/Confluence or similar tools.
• Fluency in German (C2) and English (C1).
• Hands-on attitude and willingness to work from Schönefeld office.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities in a dynamic environment.
• Driving licence Class B is an advantage.

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 actions.
• Handle office administration, including supplies, records, and contract-related activities.
• Coordinate onboarding activities to ensure a smooth new-hire experience.
• Plan and execute internal events, team activities, and offsites from planning to follow-up.
• Prepare reports, presentations, analyses, and management information.
• Research, structure, and present information for strategic business decisions.
• Lead projects across administration, HR, and business development from planning to implementation.
• Identify opportunities for process improvement and automation.
• Coordinate interviews and support recruitment administration.
• Assist preliminary accounting tasks, invoices, receipts with external partners.
• Manage expense and corporate card documentation; monitor payment deadlines and contracts.

Skills

Executive support

Calendar management

Travel coordination

Project ownership

Discretion & confidentiality

Organizational skills

Google Workspace

Notion

Confluence

German (C2)

English (C1)

Office software

Tools

Google Workspace

Notion

Confluence

Job description

About us

Excelloit is an international consulting firm with offices across the DACH region, Europe, the United Kingdom, and India. We support organizations through talent consulting, digital transformation, and energy advisory services. This vacancy is managed on behalf of a premium client

Tasks

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.

Profile

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

We offer

• Competitive salary package with performance-based incentives
• Flexible working hours and hybrid/remote work options
• Opportunities for international projects and global exposure
• Professional development and continuous learning programs
• Career growth and internal mobility opportunities
• Supportive and collaborative work environment
• Health and wellness benefits
• Paid annual leave and public holidays
• Modern workplace with advanced tools and technologies
• Long-term career stability with a growing organization