German Speaking Executive Assistant & Business Operations (Hybrid)

Who is Hiring; Berlin; Hybrid; EUR 50,000 - 80,000; Full time

Benefits offered by this job

Hybrid work model

Pension plan (bAV)

EGYM Wellpass membership

Employee product discounts

28 vacation days

Job summary

Who is Hiring is seeking an entrepreneurial Executive Assistant & Business Operations Manager in the greater Berlin area. The role blends high-level executive support with end-to-end operations, project leadership, and strategic initiatives for three senior leaders.

You will drive cross-department projects, manage the Schönefeld site, and enable efficient processes with modern tools. The position offers a hybrid work model in Berlin, a base salary of €50,000–€80,000 gross per year, 30–40 hours

Qualifications

• 3+ years of experience in executive assistance or founder support within fast-growing startups.
• Ability to autonomously plan and execute complex projects with minimal supervision.
• Fluent German (native or C2) and strong English (C1) skills.
• High discretion, proactive communication, reliability and a pragmatic mindset.

Responsibilities

• Coordinate calendars and travel, draft briefs, and follow up on action items.
• Oversee office logistics, vendor coordination, and site operations at Schönefeld.
• Lead cross-department projects, document workflows, and plan events.
• Assist with talent tasks and preliminary financial tasks as capacity allows.

Skills

Executive support

Project management

Cross-functional collaboration

Discretion & communication

Tools

Google Workspace

Notion

Confluence

Job description

Important Requirement

Candidates must possess a valid Class B driver's license and have access to their own vehicle . Location: Schönefeld / Berlin (Hybrid / Flexible remote model) Salary: €50,000 -- €80,000 gross per year + attractive corporate benefits Employment Type: Full-time, Permanent (30--40 hours per week)

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%)

• Calendar & Travel Coordination: Proactively organize intricate schedules, manage complex travel itineraries, and oversee executive meeting calendars.
• Executive Briefings & Follow-ups: Draft structured agendas, assemble presentation materials, and monitor post-meeting action items to ensure execution.
• Confidential Operations: Handle sensitive business affairs and internal matters with utmost discretion.
• Founder Support Services: Assist with localized operational errands, vehicle maintenance appointments, contractor coordination, personal travel booking, and custom administrative tasks for leadership.

Office Management & Hub Logistics (Schönefeld Site)

• Operational Facility Oversight: Direct incoming and outgoing shipments, mail delivery, and general vendor logistics at our Schönefeld facility.
• Brand Experience & Logistics: Assemble onboarding packages and employee gifts, while overseeing sample intake, product testing logistics, and internal feedback distribution.

Business Operations & Strategic Projects (Core Focus)

• Initiative Ownership: Drive cross-departmental projects across administration, HR, and organizational development (such as building or restructuring internal documentation in Notion, Confluence, or Asana).
• Corporate Events: Plan, organize, and execute company offsites and internal team events from initial concept through execution.
• Process Efficiency: Analyze operational workflows to identify bottlenecks, implement scalable systems, and incorporate modern AI tools to streamline productivity.

Auxiliary Operational Assistance (Capacity-Dependent)

• Provide support for talent acquisition (initial candidate screening and interview scheduling) and preliminary financial tasks (expense processing, receipt logging, and tax advisor coordination).

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.

Project Leadership

Demonstrated capacity to autonomously plan and complete complex projects with minimal supervision.

Mobility & Flexibility

Valid Class B driver's license and regular access to a private vehicle for local errands and operational tasks across the Berlin/Schönefeld area. Flexibility to adjust physical office presence when operational needs demand it.

Technical & Software Aptitude

High familiarity with Google Workspace, Notion, Confluence, or equivalent workflow/knowledge platforms, paired with strong numerical reasoning.

Language Proficiency

Native or C2-level fluency in German, complemented by strong C1-level professional English skills.

Interpersonal Attributes

Exceptional discretion, proactive communication style, strong reliability, and a pragmatic, solution-oriented mindset.

Preferred Qualifications

Executive Experience

Prior history supporting founders or C-level leaders in fast-paced e-commerce or tech firms.

Functional Exposure

Familiarity with talent acquisition procedures or preliminary bookkeeping and accounting processes.

Automation & AI

Practical experience utilizing contemporary AI software and digital process automation tools.

Working Environment & Culture

Hybrid Setup: Typically 1 to 2 days per week on-site at our Schönefeld hub, combined with flexible work-from-home options and up to 30 Work-&-Travel days annually within the EU (with flexibility to be on-site more often when business priorities require).

Company Culture

A dynamic scale-up environment guided by five core values: Extreme Ownership, Clarity First, Curiosity Ignites Growth, Every Touchpoint Counts, and Enjoy the Ride.

Compensation & Benefits

Competitive Salary

Annual base package between €50,000 and €80,000 gross.

Comprehensive Benefits

100% employer-funded company pension plan (bAV), subsidized EGYM Wellpass membership (€25/month), employee product discounts, and 28 paid vacation days annually.

Professional Growth

Dedicated annual learning budget, ownership opportunities on key operational projects, and early access to enterprise AI tooling.

Team & Work Environment

Regular team retreats, offsite events, and a collaborative work culture with low hierarchy and fast decision-making.