Executive Assistant (m/w/d) - AOB Invest

ATOSS Software AG; München; On-site; EUR 65,000 - 90,000; Full time

Job summary

AOB Invest GmbH in Munich is seeking an Executive Assistant to support the Managing Director with executive coordination, contract administration and external representation. The role requires strong judgment, discretion and hands-on execution.

You will manage calendars, travel, briefing materials and deadlines, coordinate with lawyers and notaries, and lead select cross-functional projects within a lean family office.

Qualifications

• Seven+ years in executive support or similar roles.
• Fluent in English and German in professional settings.
• Commercially minded with external representation experience.
• Strong contract understanding; legal qualification is an advantage.
• Organised, discreet, hands-on and reliable.
• Proficient with Microsoft 365; open to AI-assisted workflows.

Responsibilities

• Coordinate the Managing Director's calendar, meetings and travel with strong preparation.
• Represent the office with funds, banks, startups and external advisors.
• Draft and review contracts; coordinate with external lawyers/notaries and track deadlines.
• Improve office operations, vendor relationships and recurring workflows.
• Lead cross-functional projects from scope to completion.

Skills

Executive coordination

Relationship management

English and German fluency

Discretion and judgement

Microsoft 365

Adaptability

Negotiation

Education

Legal qualification (advantage)

Tools

Microsoft 365

AI tools familiarity

Job description

Company Overview

AOB Invest GmbH is a single family office in Munich, investing across public and private markets. We are a lean, international and entrepreneurial team with high standards and short decision-making paths.

The Role

The Executive Assistant works closely with the Managing Director, combining executive coordination with operational follow-through, contract-related administration, external representation and selected cross-functional projects. The role requires strong judgement, discretion and the ability to move comfortably between priorities and hands-on execution.

In a lean organisation, responsibilities are broad and often cross-functional. You will bring structure to complex topics, keep priorities moving and take ownership of matters that do not sit neatly within one function.

What You Will Own

Executive Coordination

• Manage the Managing Director's schedule, priorities and meetings with a strong focus on preparation and follow-through.
• Coordinate travel, including flights, hotels, logistics and itineraries.
• Prepare concise briefings and decision-ready materials for meetings and external appointments.
• Maintain oversight of deadlines, renewals, commitments and open items across ongoing matters.
• Take ownership of follow-ups and selected matters on behalf of the Managing Director, escalating where appropriate.

Network, Events and Representation

• Represent the office professionally in interactions with funds, family offices, banks, startups, advisors and other external counterparties.
• Coordinate withing the family office and investment ecosystem.
• Coordinate selected events and external formats from concept through execution.
• Support the office's external presence.

Legal and Contracts

• Draft and review agreements such as NDAs, employment, service and brokerage agreements; identify key commercial and legal terms, risks and coordinate deadlines.
• Coordinate with external lawyers and notaries where specialist input is required and translate advice into clear next steps.
• Maintain powers of attorney, signature processes and contract documentation.
• Track contractual deadlines, renewals and notice periods.

Operations, Vendors and Execution

• Identify and improve operational processes across the office.
• Maintain clear task tracking, approvals and recurring workflows, using technology and AI where helpful.
• Review and coordinate vendor relationships, commercial terms and renewals.
• Coordinate the implementation of new entities or structures once the strategic direction has been agreed with Finance and external advisors.
• Lead cross-functional projects from scope through completion.

Who You Are

These are the core requirements.

• You have at least seven years of experience in a demanding, entrepreneurial environment such as a family office, professional services, consulting or a comparable executive support role. You are comfortable operating independently.
• You are commercially minded and strong with people, with the credibility to represent a professional investment office externally.
• You think independently, take ownership and remain effective under pressure and ambiguity.
• You communicate fluently in English and German in a professional environment.
• You are highly discreet, hands‑on, reliable and trustworthy with confidential information. You like to go the extra mile.
• You have a strong practical understanding of contracts and can review standard commercial agreements, identify key issues and coordinate external counsel. A legal qualification is an advantage.
• You are highly organized, reliable and attentive to detail.
• You are a confident negotiator and comfortable coordinating events, vendors and external stakeholders.
• You are proficient with Microsoft 365 and comfortable adopting new tools, including AI, to improve efficiency and communication.
• You work collaboratively across functions and communicate clearly with colleagues and external advisors.
• You are available to work 100% onsite in Munich, five days per week.

Why This Role

This is a broad Executive Assistant role in a lean, entrepreneurial family office with direct exposure to decision‑making and a high degree of ownership. You will work across executive coordination, operations, legal matters, external relationships and selected projects, with the opportunity to help shape processes as the office develops.

Reporting and Collaboration

You report directly to the Managing Director and work closely with the family office team. The role currently has no direct reports and is designed as a cross‑functional position with broad reach across the office.

You also work closely with external lawyers, notaries, tax advisors, banks and service providers. Responsibilities are clearly allocated across the team, with the Executive Assistant coordinating matters that sit across functions and ensuring execution stays on track.