Executive Assistant (m/f/d)

Infotree Global Solutions; Deutschland; Vor Ort; EUR 52.000 - 76.000; Vollzeit

Zusammenfassung

Infotree Global Solutions is seeking an experienced Executive Assistant to provide high-level administrative support to senior leadership in Germany. The role covers calendar management, travel coordination, meetings, and project support across Hamburg, Frankfurt, or Munich.

Ideal candidates are highly organized, proactive, and adept at handling multiple priorities in a fast-paced environment. The position involves onboarding, vendor coordination, and cross-functional collaboration with senior

Qualifikationen

• Proven experience in senior administrative roles.
• Ability to manage complex calendars and travel.
• Strong organization and time-management skills.
• Excellent communication with senior stakeholders.

Aufgaben

• Manage executive calendars and appointments.
• Coordinate domestic and international travel arrangements.
• Organize meetings, off-sites, and company events.
• Support strategic initiatives and onboarding processes.
• Prepare meeting minutes and distribute internal communications.
• Maintain organizational charts and contact lists.
• Coordinate staff travel and provide admin support to teams.
• Arrange interviews and office onboarding logistics.
• Process expense reports, requisitions, and IT/facilities requests.
• Provide general office administration and resource management.
• Support audio/visual and web conferencing as needed.
• Monitor procurement, billing, and vendor relations.
• Follow internal purchasing and admin procedures.
• Take ownership of tasks across multiple teams.

Kenntnisse

Calendar management

Travel coordination

Stakeholder management

Event planning

Documentation

Ausbildung

High school diploma

Jobbeschreibung

Our client is looking for an experienced Executive Assistant to provide high-level administrative and organizational support to senior leadership and their teams. In this role, you will manage complex calendars and travel arrangements, coordinate meetings and events, support strategic initiatives, and ensure smooth day-to-day operations across the organization.

The ideal candidate is a highly organized, proactive, and adaptable professional who enjoys working in a fast-paced environment. You should be comfortable managing multiple priorities, working with senior stakeholders, handling time-sensitive tasks, and taking ownership from start to finish.

Location: Germany – Hamburg, Frankfurt or Munich
Employment Type: Full-time (38 hours per week)
Contract Type: Fixed-term contract (October 5, 2026 – April 30, 2027)

Key Responsibilities:

• Manage complex executive calendars, meetings, commitments, and schedules to maximize leadership effectiveness.

• Coordinate domestic and international travel arrangements, including handling last-minute changes and unexpected adjustments.

• Organize group meetings, team off-sites, company meetings, and team-building events.

• Coordinate special projects and larger meetings with internal and external stakeholders.

• Support senior leadership with selected strategic business initiatives and projects.

• Prepare, compile, and distribute meeting minutes, senior leadership updates, and internal communications.

• Maintain accurate organizational charts, contact lists, distribution lists, and other internal administrative records.

• Coordinate staff travel and provide administrative support to team members as required.

• Arrange candidate interviews and support the onboarding process for new hires, including coordination of office space, IT equipment, systems, and user accounts.

• Process administrative documentation, including expense reports, employment requisitions, contractor time records, and IT and Facilities requests.

• Provide general office administration, including ordering supplies, equipment, and other required resources.

• Provide support for audio, visual, video, and web conferencing when needed.

• Manage open purchase orders and coordinate with vendors and project managers to support timely billing.

• Monitor project-related administrative requirements and ensure that relevant purchasing and billing processes are followed.

• Follow company policies and procedures and use relevant internal systems for purchasing and administrative processes.

• Take ownership of tasks and projects through completion, even when working across multiple teams and stakeholders.

Required Qualifications:

• Proven experience as an Executive Assistant, Senior Executive Assistant, Executive Business Partner, Team Assistant, or in a comparable senior administrative role.

• Strong experience managing complex calendars, executive schedules, and business travel.

• Excellent organizational and time-management skills, with the ability to manage multiple priorities and competing deadlines.

• Strong attention to detail and a high level of accuracy in administrative and coordination tasks.

• Ability to work independently with limited direction and take ownership of outcomes.

• Strong communication and interpersonal skills, with the ability to interact professionally with senior executives and internal and external stakeholders.

• Ability to remain flexible, embrace change, and work effectively in a fast-paced and constantly changing environment.

• Proactive, hands-on, and solution-oriented approach with a strong can-do attitude.

• Strong ability to prioritize tasks and make sound decisions when faced with conflicting priorities.

• Experience coordinating meetings, events, off-sites, interviews, or other complex organizational activities.

• Ability to create and maintain structured processes, checklists, and systems that improve operational efficiency.

• Strong follow-through and commitment to completing tasks and projects successfully.

Preferred Qualifications:

• Experience supporting senior executives, leadership teams, or C-level stakeholders.

• Experience in a technology, professional services, consulting, or similarly fast-paced corporate environment.

• Experience supporting strategic initiatives, business projects, or cross-functional programs.

• Experience with procurement processes, purchase orders, vendor management, expenses, or invoice coordination.

• Familiarity with contract management, procurement, HR, IT, or Facilities processes.

• Experience working in an international or global organization.

• Experience with collaboration, conferencing, and corporate administrative tools.

Key Attributes:

• Positive, can-do attitude with no ego and a willingness to do what it takes to get the job done.

• Strong team player who is willing to support colleagues and contribute wherever needed.

• Highly organized, detail-oriented, and reliable.

• Proactive and able to identify opportunities to improve processes and ways of working.

• Comfortable with ambiguity, changing priorities, and last-minute requests.

• Decisive and capable of working effectively under pressure.

• Strong sense of ownership and accountability.

• Excellent written and verbal communication skills.

• Ability to build strong professional relationships and work effectively with a wide range of stakeholders.

Education:

• High school diploma or equivalent required.

• Additional education or professional qualifications in business administration, management, or a related field are a plus.