Executive Assistant

Assistant to the Executive Board

Organisation, Coordination and Operational Support

To provide comprehensive support to our management, we are looking for a committed, reliable and very well-organised personality. In this versatile position of trust, you will coordinate appointments and meetings, track tasks and deadlines and ensure that important information, decisions and measures are not lost.

In addition to classic assistant tasks, you will also take on personal assignments for the management. If required, you will also provide flexible support for operational tasks and projects that the management prepares for the various company divisions or implements together with them.

Your tasks

Prepare and accompany meetings

• Participation in relevant internal and external meetings
• Preparation of the agenda and compilation of necessary documents
• Introduction to meetings with a brief summary of the previous session
• Presentation of outstanding tasks, responsibilities and deadlines
• Documentation of decisions, tasks and agreements
• Creation and prompt dispatch of understandable meeting minutes
• Transfer of new tasks into a central list of measures

Track tasks, deadlines, and decisions

• Management and maintenance of a central overview of tasks and measures
• Regular query and documentation of the processing status
• Timely reminder of agreed deadlines to the responsible persons
• Consistent tracking of overdue tasks
• Early information of the management about delays, problems and the need for decisions
• Preparation of a weekly status report for the management

Operational support of the management and the divisions

• Support in the preparation and implementation of operational tasks and projects
• Collaboration on tasks prepared by the management for various areas of the company
• Support for individual departments in the implementation of measures on behalf of the management
• Obtaining and processing information from different areas of the company
• Coordination of cross-departmental tasks, contact persons and appointments
• Creation of overviews, working documents, checklists and decision templates
• Flexible assumption of short-term operational tasks
• Accompaniment of tasks and projects until their complete implementation

Communication and translations

• Organizational interface between management, employees, business partners, suppliers and service providers
• Preparation of messages, letters and work instructions
• Translation of texts, messages, minutes and documents from German into English and from English into German
• Language support for German and English-language meetings
• Ensuring that important information is shared in a complete and understandable way
• Obtaining missing information and feedback

Appointment management and organization

• Organization and maintenance of the management's diary
• Arrangement, confirmation and monitoring of internal and external appointments
• Coordination of meetings, online meetings, business trips and events
• Preparation of the necessary documents, rooms and technical equipment
• Maintenance of follow-ups and important deadlines

Business and personal tasks

• Completion of business and personal tasks and errands for the management
• Organization of purchases, orders, reservations and appointments
• Obtaining and comparing offers and prices
• Contacting authorities, service providers, craftsmen and suppliers
• Collection, delivery or submission of documents
• Control of deliveries and contracted services
• Complete documentation of expenses, invoices, receipts and receipts
• Discreet and reliable handling of confidential personal matters

Documentation and filing

• Structured storage of contracts, minutes, reports and correspondence
• Ensuring that important documents are complete and up-to-date
• Maintenance of templates, checklists and standard procedures
• Documentation of changes, approvals and process improvements
• Confidentiality of all business and personal information

Your profile

• Strong organizational skills and a structured way of working
• Very high reliability, sense of responsibility and discretion
• Good to very good written and spoken German and English skills
• Ability to summarize complex content in a short, understandable and clear way
• Independent and consistent tracking of tasks and deadlines
• Confident handling of e-mail, calendars, documents and digital task lists
• Friendly, authoritative and professional communication
• Flexibility and willingness to take on different business, operational and personal tasks
• Ability to identify priorities and stay on top of things even with short-term requirements
• Solution-oriented thinking and the willingness to address problems at an early stage
• Willingness to take responsibility for the complete organization and follow-up of assigned tasks
• Willing to work at Bali