Executive Assistant

Who you are

• You are an organised, proactive, and dependable student who takes pride in getting the details right
• You are enrolled at a university or other higher-education institution, eligible to work as a working student in Germany, and available for 16–20 hours per week during the semester
• You are comfortable working from our Berlin office and managing competing priorities in a busy environment where priorities can change
• You communicate clearly and professionally in English; additional German skills are a plus
• You are confident using Google Workspace, especially Gmail, Calendar, Docs, and Sheets
• You are discreet, service-oriented, and comfortable working with confidential information and senior colleagues
• You are calm, collaborative, and solution-oriented, with the judgment to know what to handle independently and what to escalate
• Experience in executive assistance, office management, operations, project coordination, events, hospitality, or a similar environment is a plus, as is familiarity with travel coordination, spreadsheets, Slack, or Jira

What the job involves

• Do you enjoy bringing structure to a busy environment and making sure important details do not get missed? As a Working Student Executive Assistant in our CEO Office, you will help our Executive Leadership Team stay organised, prepared, and focused on what matters most
• Working closely with the Senior Executive Assistant, you will turn complex details into clear plans and completed outcomes across meetings, travel, events, and day-to-day administration
• Coordinate meetings for the CEO Office and Executive Leadership Team, including schedules, participants, rooms, agendas, calendars, and briefing materials
• Organise executive travel and leadership offsites, including itineraries, accommodation, transfers, trackers, travel packs, and changes that arise at short notice
• Support company events, partner activations, workshops, match days, and leadership gatherings by coordinating guests, access, transport, catering, materials, and on-site information
• Manage recurring administrative workflows and maintain accurate folders, trackers, contact lists, records, documents, expenses, and invoices
• Work with internal teams, external vendors, and partners to gather information, close open items, and keep deadlines on track
• Draft clear invitations, emails, reminders, and follow-ups, escalating sensitive, urgent, or confidential topics when needed
• Identify practical ways to simplify and improve recurring processes
• Working hours: 16–20 hours per week during the semester

Benefits

• Personal development: Create a personal development plan. Set goals, learn new skills, and connect with a mentor to help you reach what you want to achieve. Budget for online courses, conferences, and books bolsters your learning journey
• Open feedback culture: Discover a company culture where open feedback and communication is valued. We offer monthly 1:1 chats with our C-level team members, as we believe feedback makes Blacklane a better place to work
• Virtual stock options: Take ownership of your work — literally — with our employee stock option plan. Shares vest over four years at no cost to you. Blacklane’s success is your success
• Flexible work environment: Your work and home lives should exist in harmony. With our hybrid model—working from the office, with flexibility to work from home—you and your team can find the balance that works best for you
• Social events: From Wednesday evening drinks at the office, to twice-a-year department events with budgets for every team, we offer plenty of opportunities to connect with your team and build relationships. And not to brag, but our company parties are legendary
• Blacklane Cares day: Every crew member receives 8 hours of paid leave per year to participate in volunteering initiatives of their choice or lead employee-driven community outreach projects. Utilize your time to lend hands to a cause that drives your passion