Executive Assistant

[Company name], an SMB in [industry] based in [city], [X] employees, [X] M€ revenue, is hiring an Executive Assistant to directly support [the CEO / the CEO and COO / the CEO and CFO] and to coordinate management's confidential topics.

Your mission

As Executive Assistant you support [one or two] members of management in daily steering: calendar, travel, confidential correspondence, supervisory-board preparation, strategic documents. You are management's protective instance against the flood of operational requests and the central contact for the supervisory board, [investors where applicable] and external law firms. You report directly to [management].

Key responsibilities

• Anticipated steering of the calendar [of one or more managing directors]: prioritization by value contribution, bundling internal meetings, protecting buffer zones before and after travel, anticipated preparation slots for the supervisory board and investors.
• Organizing business travel (national and international): booking, logistics, travel documents, expense reporting via [Egencia / TravelPerk / Concur] and [Circula / Pleo], crisis management on short-notice changes.
• Preparing supervisory-board meetings: topic mapping, collecting and proofreading the board documents, checking the consistency of the figures, sending via a secure data room [Diligent Boards / BoardEffect], a short briefing of management the day before, a draft minute within 48 hours.
• Writing strategic documents in management's name or on management's behalf: briefing memos, draft replies to external law firms, sensitive emails to the supervisory board, investors and business partners.
• Confidential filing and access management of the sensitive documents: board contracts, supervisory-board minutes, equity and M&A files, personal matters of management.
• [If applicable] coordinating specific special matters: fundraising rounds, M&A processes, international expansion, crisis communication.
• Observing the day's agenda with an anticipation reflex: spotting inconsistencies, risks or protection needs early and escalating respectfully to management with two or three structured options.

Profile

• Essential: 3-8 years of experience in an executive assistance or a comparable role, preferably at an SMB or scale-up; impeccable writing quality in German (briefing memos, supervisory-board packs, formal correspondence); pronounced discretion with a clear line between confidential and shareable information; an anticipation reflex and the ability to disagree with management one-on-one or propose an alternative.
• Desirable: experience with supervisory-board preparation and secure data rooms (Diligent Boards, BoardEffect); negotiation-level English; familiarity with travel and expense tools (Egencia, TravelPerk, Concur, Circula, Pleo) and with a structured filing system (Notion, Confluence, SharePoint); experience in an international scale-up or a setup with active M&A or fundraising activity.
• Disqualifying: poor writing quality (typos, unstructured sentences, an inappropriate genre); breaches of discretion in the interview (naming names, figures or matters from previous mandates); a pure execution posture with no ability to disagree with management; instability (several 12-month stints in a row in an assistance role).

What we offer

• Gross annual compensation: fixed [42-68] k€ depending on experience, complexity of the setup and writing requirements. No structural variable component; [possibly a 13th month's salary, a profit share, employee shares per company practice].
• Model: [full-time, on-site based in city, present on management's days].
• Benefits: [company pension, a job ticket or bike leasing, meal allowance, vacation days, home-office policy for administrative days, training budget, language courses where applicable].
• Stack: [calendar and mail management, a travel and expense tool, a secure data room, document management].