Executive Assistant

Job Description

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level managers and sales team.

Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. You will furthermore take care of organizing team events and trade fairs where the company is regularly exhibiting or attending.  

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.  

Essential Job Tasks

• Work directly with the operative management to support all aspects of their daily work routine.

• Maintain the high-level company calendars, including scheduling trade shows, team events, partner appointments, speaking engagements, and travel (both domestic and international) arrangements.

• Serve as a liaison between the sales team, operations staff and the public. This includes receiving and screening enquiries from trade show visitors or website leads, answering a variety of questions with tact and diplomacy, taking messages, and directing enquiries appropriately for resolution.

• Coordinate work with other team members as needed; play a key role in the coordination of staff efforts both within and outside the company.

• Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of management and stakeholders.

• Assist in the development of presentations and white papers for internal and external audiences.

• Determine priority of matters of attention for the management; redirect matters to staff to handle, or handle matters personally, as appropriate.

• Keep the management advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Routinely perform a wide variety of support duties.

• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

• Sort and triage mail; maintain e-mail and other address directories.

• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

• Prepare, reconcile, and submit expense reports.

• Maintain paper and electronic filing systems.

• Maintain confidential and sensitive information.

• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

• Make travel and accommodation arrangements

• Format information for internal and external communication – memos, emails, presentations, reports

Skills and Qualifications

• Work experience as an Executive Assistant, Personal Assistant or similar role

• Excellent MS Office knowledge

• Outstanding organizational and time management skills

• Excellent verbal and written English communications skills

• Discretion and confidentiality

• Applied knowledge of project management and documentation systems such as Jira, Confluence, Trello or ClickUp

Nice to have

• Experience in sales or sales support

• Passion for technology

• Willingness to travel and join our team events

• Knowledge of the German language

What we offer:

• A strong and highly skilled international team that is fun to work with.

• A challenging, innovative and dynamic work environment

• Remote working with regular team events

• Regular training initiatives focusing on individual growth and development

• Strong company values and motivated team of industry experts

• Possibility to grow together and shape the future of our organization