Executive Office Coordinator (Travel & Administration) (m/f/d)

RTL Group; Germany (OH); On-site; USD 55,000 - 81,000; Full time

Job summary

RTL Group is Europe’s leading entertainment company, spanning TV, streaming, print, digital, radio and podcasts. We are seeking an Executive Assistant/Office Manager to support the CEO and CFO with travel, expense processing, procurement and administrative operations.

You will coordinate domestic and international travel, prepare Concur claims, create POs, review invoices, and help organise Executive Office meetings and cross-border activities, including Luxembourg by necessity.

Qualifications

• 3–5 years in Executive Assistant, Office Management or comparable role.
• Strong organisational and coordination skills with a service mindset.
• Ability to manage multiple priorities in a fast-paced executive environment.
• Proactive, reliable and discreet handling of confidential information.
• Fluent English; German is an advantage.
• Proficient in Microsoft Office; Concur experience desirable.
• Flexible, resilient and able to adapt to changing priorities.

Responsibilities

• Coordinate domestic and international travel for the CEO and CFO.
• Prepare and process travel expense claims in Concur for the CEO and CFO.
• Support intercompany recharge documentation for CEO travel expenses.
• Create Purchase Orders (POs) and support related procurement administration.
• Review and process invoices in accordance with internal approval processes.
• Support the administration of tax-related processes where applicable.
• Coordinate logistics of Executive Office meetings, including rooms, catering and tech setup.
• Provide operational support during periods of high Executive Committee activity.
• Act as back-up for the Executive Assistant team during holidays and other absences.
• Provide administrative support to the Luxembourg Executive Office when required.
• Contribute to the continuous improvement and standardisation of Executive Office processes.

Skills

Organisational skills

Multitasking

Discretion

Attention to detail

Fluent English

German advantage

Microsoft Office

Concur experience

Problem solving

Tools

MS Office

Concur

Job description

At RTL, we entertain, inform and inspire millions of people every day across multiple platforms with our strong media brands, content and products. We offer many possibilities: from TV and streaming to print, digital, radio and podcasts. More than 16,000 creatives, strategists, techies, numerical geniuses and organisational wizards work towards the same goal.

Do you value team spirit and a hands-on mentality? Do you want to grow beyond yourself and be part of our diverse team? Do you value a trusting working atmosphere? Are you looking for the freedom to implement your ideas and develop your strengths?

Then join us in shaping the future of Europe's leading entertainment company.

Job Description

• Coordinate domestic and international travel arrangements for the CEO and CFO.
• Prepare and process travel expense claims in Concur for the CEO and CFO.
• Support the preparation of intercompany recharge documentation for CEO travel expenses (subject to final process).
• Create Purchase Orders (POs) and support related procurement administration.
• Review and process invoices in accordance with internal approval processes.
• Support the administration of tax-related processes (e.g. §37b requirements), where applicable.
• Coordinate the logistics of Executive Office meetings, including meeting rooms, catering and technical set-up.
• Provide operational support during periods of high Executive Committee activity and major internal meetings.
• Act as back-up for the Executive Assistant team during holidays and other absences, ensuring continuity of support.
• Provide administrative support to the Luxembourg Executive Office when required.
• Contribute to the continuous improvement and standardisation of Executive Office administrative processes.

Qualifications

• 3 to 5 years of experience in an Executive Assistant, Office Management or comparable administrative role.
• Excellent organisational and coordination skills with a strong service mindset.
• Ability to manage multiple priorities in a fast-paced executive environment.
• Proactive, reliable and highly discreet in handling confidential information.
• Strong attention to detail and a structured, solution-oriented working style.
• Fluent English; German is considered an advantage.
• Proficient in Microsoft Office; experience with Concur is highly desirable.
• Flexible, resilient and able to adapt quickly to changing priorities.

Additional Information

Around 150 colleagues from 15 nations make up RTL Group's Corporate Centers in Cologne and Luxembourg. As part of this multi-cultural team, you work in an interdisciplinary environment where expertise meets passion.