Executive Assistant & Business Operations

Excelloit; Schönefeld; Hybride; EUR 52 000 - 78 000; Plein temps

Résumé du poste

Excelloit is seeking an experienced Executive Assistant & Business Operations professional to support senior management. You will manage calendars, travel, and email, prepare meetings, and drive process improvements across admin, HR, and finance tasks.

The role requires proactive, hands-on ownership of multiple priorities in a fast-paced environment, with responsibilities spanning administration, HR, and business development. Based in Schönefeld with German and English proficiency.

Qualifications

• Proven experience in executive assistance or business operations.
• Fluent German and English communication skills at professional level.
• Strong organizatonal skills, discretion, and attention to detail.

Responsabilités

• Manage calendars, travel, and email for senior management.
• Prepare meetings, agendas, decisions, and follow-ups.
• Oversee office administration and documentation.
• Coordinate onboarding and recruitment admin tasks.
• Organize internal events and offsites from planning to execution.
• Prepare reports, presentations, and business analyses.
• Support accounting-related tasks and invoice/document coordination.
• Improve processes and support strategic initiatives.

Connaissances

German C2

English C1

Discretion & confidentiality

Project ownership

Time management

Outils

Google Workspace

Notion

Confluence

Description du poste

Executive Assistant & Business Operations

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.