Executive Assistant (d/f/m)

Position „ Beware of fraudulent job offers: Please check whether the position is published on our official careers page. Throughout the recruitment process, we will communicate exclusively through our official JvM channels. We will never ask for payments, bank details, or the purchase of work equipment.“ Jung von Matt HAVEL is looking for an Executive Assistant (d/f/m). We are looking for an organizational talent who keeps an overview even when things get busy, thinks ahead and enjoys working at the heart of an agency. Ideally, you already have experience in an agency environment and bring a background in project management, account management or a comparable coordinating role.

Your tasks:

• You support our Managing Directors in all organizational and operational matters and ensure that their day-to-day business runs smoothly.
• You act as a central point of contact for our Managing Directors, employees, clients, other Jung von Matt agencies and external partners.
• You proactively coordinate appointments, priorities and meetings and make sure that relevant information, documents and follow-ups are in place.
• You prepare internal management meetings, including agendas, presentations, decision documents and other relevant materials.
• You create and coordinate presentations, briefings and documents for internal and external meetings.
• You take ownership of meeting minutes, follow-ups and action points and ensure that deadlines and responsibilities are transparent.
• You organize business trips from planning and booking to travel expense accounting.
• You handle expense and credit card statements as well as internal invoices and related administrative processes.
• You organize internal and external events, workshops and meetings, including budgeting, coordination, execution and billing.
• You manage incoming calls, emails and correspondence and ensure they reach the right people.
• You manage and maintain relevant tools, contracts, documentation and archives.
• You support cross-functional projects and act as an interface between management, teams and other stakeholders.
• You continuously identify opportunities to improve structures, processes and workflows around the Managing Directors and the wider agency.

What you score with:

• You have professional experience in an agency environment – ideally within a creative, advertising, digital or communications agency.
• You bring experience in project management, account management, executive assistance or a comparable coordinating role.
• You are used to managing several topics, stakeholders and deadlines simultaneously without losing sight of the bigger picture.
• You have excellent organizational and project management skills and work in a structured, reliable and proactive way.
• You are a strong communicator and feel comfortable interacting with different stakeholders – from employees and clients to senior management.
• You anticipate what is needed, take ownership and are confident making decisions within your area of responsibility.
• You have experience preparing presentations, meetings and decision-making documents and are confident working with common office and presentation tools.
• You have a hands-on mindset and enjoy finding pragmatic solutions in a fast-paced agency environment.
• You are discreet, trustworthy and confident when handling sensitive or confidential information.
• You communicate confidently in both German and English.

We are looking forward to your application!

About us: We are an international, diverse and likable bunch of 70 hungry minds and brand enthusiasts. Our superpower is thinking strategy and creative as one. From differentiating brand platforms to outstanding campaigns. We love to work for disruptive start-ups and established brands with a challenger spirit. Since 2023 we are the creative lead agency for Opel/Vauxhall. Oh, and we run a bar at Brunnenstr. 10 in Berlin. Pop in and have a “Burning Horse” with us at TROYA! Über uns Wir suchen Talente, die mitgestalten. Mit Perspektiven, die Neues bringen und den Status quo hinterfragen. Darum: Bewirb dich – egal welches Geschlecht, welche Herkunft, Fähigkeit, welches Alter, welche sexuelle Orientierung oder welche Religion du hast. Wir ermutigen insbesondere Frauen, Schwarze und nicht-weiße Menschen, Menschen mit Behinderungen oder chronischen Krankheiten, neurodivergente und autistische Menschen, queere Menschen, Ältere, Jüngere, Jüdinnen:Juden, Muslim:innen, Alevit:innen und Angehörige anderer Religionen, sich zu bewerben. Du bist willkommen hier. Unsere Räume sind nicht vollständig barrierefrei. Aber wo es hakt, schaffen wir gemeinsam eine Lösung.