German Speaking Executive Assistant & Business Operations

Ignite; Berlin; Hybrid; EUR 50,000 - 80,000; Full time

Benefits offered by this job

Company pension

28 vacation days per year

EU travel days

Wellness & discounts

Learning budget

Job summary

Ignite, a Berlin-based ecommerce group, seeks an entrepreneurial Executive Assistant & Business Operations Manager (m/f/d) to support three founders and oversee cross‑functional projects. The role blends high‑level executive support with hands‑on operations, requiring a proactive, autonomous approach and a willingness to travel across Berlin/Schönefeld.

You will manage complex schedules, travel, and confidential matters; lead office logistics at the Schönefeld hub; drive process improvements

Qualifications

• 3+ years of experience in executive assistance, business operations, project management, or founder support within a high-growth startup, scale-up, or agency setting.
• Valid Class B driver's license and regular access to a private vehicle for local errands across Berlin/Schönefeld.
• Fluent German (C2) for executive interaction and strong professional English (C1).
• High familiarity with Google Workspace, Notion, Confluence or equivalent knowledge/workflow platforms, with strong numerical reasoning.
• Demonstrated ability to autonomously plan and complete complex operational projects with minimal supervision.

Responsibilities

• Executive & Personal Support (~35–40%): Organize complex schedules, travel itineraries, briefs, agendas, and discreet handling of sensitive affairs.
• Office Management & Hub Logistics (Schönefeld Site): Direct shipments, mail delivery, vendor logistics, onboarding packages, and internal feedback distribution.
• Business Operations & Strategic Projects (Core Focus): Lead cross-department initiatives across HR, admin, and org development; plan offsites/events; optimize workflows; integrate AI tools.
• Auxiliary Operational Assistance (Capacity-Dependent): Support talent acquisition and preliminary financial workflows.

Skills

Executive support

Project leadership

German (C2)

English (C1)

Mobility

Tools

Google Workspace

Notion

Confluence

Job description

Location & Workplace: Schönefeld / Berlin (Hybrid: Typically 1–2 days/week on-site at Schönefeld hub + WFH flexibility)

Language Requirements: Fluent German (C2) and Professional English (C1)

Compensation: €50,000 – €80,000 gross annual salary + Comprehensive Corporate Benefits

Job Title: Executive Assistant & Business Operations Manager (m/f/d)

Employment Type: Full-Time, Permanent (30–40 hours per week)

Industry: E-Commerce / Health, Beauty & Wellness Brands

Mandatory Requirements: Valid Class B driver's license and regular access to a private vehicle

About the Role

We are seeking an entrepreneurial, high-ownership Executive Assistant & Business Operations Manager (m/f/d) to join our fast-growing e-commerce group based in the greater Berlin region. Responsible for scaling successful health, beauty, and wellness brands (Bionera, Novavel, Retulin, Vivolan, and Neurolin), our company culture relies on data-driven strategy, modern technology, and a hands-on operational approach.

This position extends far beyond standard administrative support. Approximately 35–40% of your responsibilities will center on high-level executive assistance and confidential personal management for our three senior leaders (Founders Felix & Tim, alongside COO Valerie). The remaining majority of your scope covers end-to-end business operations, facility management, and independent project leadership. If you excel at taking complex, undefined challenges and independently driving them to completion without requiring close supervision, this role presents an outstanding growth opportunity.

Key Responsibilities

• Executive & Personal Support (~35–40%): Proactively organize complex schedules, manage travel itineraries, assemble executive briefings/agendas, track post-meeting execution, and handle sensitive business affairs with total discretion. Assist founders with operational errands, vehicle maintenance, contractor coordination, and personal travel.
• Office Management & Hub Logistics (Schönefeld Site): Direct incoming/outgoing shipments, mail delivery, and facility vendor logistics. Oversee onboarding packages, employee gifting, sample intake, product testing logistics, and internal feedback distribution.
• Business Operations & Strategic Projects (Core Focus): Lead cross-departmental initiatives across HR, admin, and org development (e.g., structuring documentation in Notion, Confluence, or Asana). Plan and execute company offsites/events, optimize workflows, and integrate modern AI tools for process efficiency.
• Auxiliary Operational Assistance (Capacity-Dependent): Provide secondary support for talent acquisition (candidate screening, scheduling) and preliminary financial workflows (expense processing, receipt logging, tax advisor prep).

Candidate Profile & Requirements

Core Qualifications:

• Professional Background: 3+ years of experience in executive assistance, business operations, project management, or founder support within a high-growth startup, scale-up, or agency setting.
• Mobility & Flexibility: Valid Class B driver's license and regular access to a private vehicle for local errands and operational tasks across Berlin/Schönefeld.
• Language Proficiency: Fluent German (C2 level) for executive interaction and local logistics, complemented by strong professional English (C1 level).
• Technical & Software Aptitude: High familiarity with Google Workspace, Notion, Confluence, or equivalent knowledge/workflow platforms, paired with strong numerical reasoning.
• Project Leadership: Demonstrated ability to autonomously plan and complete complex operational projects with minimal supervision.

  Preferred Qualifications:

• Prior history supporting founders or C-level leaders in fast-paced e-commerce or tech firms.
• Exposure to talent acquisition procedures, preliminary bookkeeping/accounting, modern AI software, and process automation tools.

Compensation & Comprehensive Benefits

• Competitive Financial Package: €50,000 – €80,000 gross annual base salary (commensurate with experience).
• Company Pension: 100% employer-funded company pension plan (bAV).
• Paid Leave & Remote Travel: 28 paid vacation days annually + up to 30 Work-&-Travel days per year within the EU.
• Wellness & Discounts: Subsidized EGYM Wellpass membership (€25/month) + deep employee product discounts across brand portfolios.
• Growth & Culture: Dedicated annual learning budget, early access to enterprise AI tooling, regular team retreats/offsites, and low-hierarchy decision making.