Executive Assistant to the CEO & President (m/f/d)

Numa; Berlin; On-site; EUR 45,000 - 65,000; Full time

Benefits offered by this job

Professional growth opportunities

Complimentary stay at Numa properties

Exclusive discounts on apartments

Job summary

A forward-thinking hospitality brand in Berlin seeks an Executive Assistant to support its CEO and President. The role requires 3-5 years of experience, strong organizational skills, and the ability to manage complex calendars and prepare communication materials. You will help streamline operations and facilitate effective collaboration across teams. Competitive benefits and a dynamic work environment await you.

Qualifications

• 3–5 years of experience as an Executive Assistant, supporting senior leadership.
• Ability to handle multiple priorities calmly and effectively.
• Strong written and verbal communication skills in English; German is a plus.

Responsibilities

• Manage complex calendars and coordinate meetings for executives.
• Prepare agendas and record follow-up actions.
• Draft and format internal and external communications.
• Organize travel arrangements for business trips.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Discretion

Proactivity

Tools

Google Workspace

Slack

Notion

Job description

About Company

Hey there! We’re Numa, a forward-thinking hospitality brand redefining how people discover cities. We create spaces where simplicity meets innovation, offering thoughtfully designed rooms, studios, and apartments in the heart of Europe’s most vibrant neighbourhoods.

We’re not just transforming the guest experience—we’re revolutionizing the hospitality industry from the inside out. Our cutting‑edge technology streamlines operations, delivering unparalleled value with no hidden fees—just real, quality experiences.

At Numa, we believe that travel should be curious and authentic, and we bring those same values to our work culture. As part of our team, you’ll experience a dynamic and supportive environment where creativity thrives, and your contributions make a real impact. We’re committed to fostering a diverse, inclusive, and equitable workplace where every voice is valued and different perspectives fuel our innovation.

About the Role

As Executive Assistant to NUMA’s CEO and President, you will play a pivotal role in enabling two senior executives to operate at peak effectiveness. You will act as a central coordination point—ensuring that priorities are aligned, information flows seamlessly, and key initiatives progress as planned.

This position requires strong organizational acumen, attention to detail, and a high degree of professionalism. You will work closely with both executives as part of a well‑structured leadership support framework, collaborating with team members across Operations, Finance, and Communications.

The role offers direct exposure to strategic decision‑making at one of Europe’s leading hospitality technology companies while maintaining a balanced and sustainable scope of responsibilities.

Key Responsibilities

• Manage complex calendars, coordinate meetings, and ensure optimal use of the executives’ time.
• Prepare agendas, pre‑read materials, and briefing documents; record and track follow‑up actions.
• Monitor upcoming priorities and provide daily overviews of key decisions or deadlines.
• Support alignment between the CEO, President, and leadership team by maintaining clear communication channels.

• Manage correspondence, ensuring timely and accurate responses.
• Draft and format internal and external communications, presentations, and reports.
• Maintain confidentiality and handle sensitive information with discretion.

• Organise travel arrangements, accommodations, and itineraries for business trips and events.
• Process and reconcile expense reports and invoices in line with company policies.
• Coordinate internal meetings, offsites, and engagements with stakeholders, clients, and partners.
• Provide occasional personal assistance support as required.

• Identify and implement improvements in administrative processes and workflows.
• Introduce time‑saving tools and practices to streamline daily operations.

Qualifications & Profile

• Minimum 3–5 years of experience as an Executive Assistant, ideally supporting senior leadership in a fast‑paced or international organization.
• Exceptional organizational and time‑management skills with the ability to handle multiple priorities calmly and effectively.
• Strong written and verbal communication skills in English; German is a plus.
• High level of discretion, integrity, and professionalism.
• Confident in using modern productivity tools (Google Workspace, Slack, Notion, etc.).
• Collaborative, dependable, and proactive, with the ability to anticipate needs and act independently.
• Based in Berlin and available to work from the office at least three days per week.

Our Offer

• Empower your career: Thrive in a fast‑paced, collaborative environment where your ideas help shape our future. Enjoy opportunities for professional growth and build a fulfilling career path.
• Experience our brand: Immerse yourself in the Numa lifestyle with a complimentary stay. Share the love with friends and family through exclusive discounts on our stylish apartments. Connect with a global community of colleagues at our inspiring team‑building events.

Diversity & Inclusion

Numa values the diversity of the people it hires and serves. Diversity at our company means fostering a workplace in which individual differences are recognised, appreciated, respected and responded to in ways that fully develop and utilise each person’s talents and strengths. We therefore welcome applications from people of all races, ethnicities, disability statuses, ages, religions, gender identities, and sexual orientations.

For more information on the processing of your personal data, please see our Privacy Notice.