Job Description

About the role

We are looking for an Executive Assistant (m/f/d) to provide operational and coordination support to the Executive Office, including calendar management, stakeholder communication, document handling, and travel and event logistics.

Your Responsibilities

• Calendar Management: Manage complex executive calendars, including scheduling across time zones, protecting focus time, and keeping the schedule functional under competing demands.
• Stakeholder Communication: Act as the primary contact point for the Executive Office, handling inquiries from internal teams and external parties, including government officials and business delegates, professionally and with appropriate discretion.
• Document Handling: Oversee the document signing and approval process, ensuring accuracy, confidentiality, and timely completion across relevant parties.
• Travel Coordination: Manage all aspects of international business travel including flights, hotels, visa documentation, itinerary preparation, and on-the-ground logistics.
• Event & Visit Support: Coordinate administrative and logistical support for corporate events, trade fairs, and executive visits, including materials, stakeholder coordination, and reception of visiting senior colleagues at HQ.
• Expense Processing: Handle expense report preparation and submission in line with company policy, ensuring accurate records and timely reimbursement.
• Operational Support: Handle day-to-day practical tasks to keep the Executive Office running smoothly, including managing deliveries, postal runs, and on-site errands as needed.

Essential Skills

• Background: Completed vocational training or degree in office management, business administration, executive assistance, or a comparable field.
• Experience: 2-3 years in an executive assistant, management assistant, or comparable operational support role with stakeholder-facing responsibilities.
• Organisational: Demonstrated ability to manage multiple concurrent demands accurately, including scheduling, logistics, and document coordination, without close supervision.
• Discretion: Working familiarity with handling confidential documents, sensitive communications, and external contacts requiring professional judgment.
• Language Skills: Fluent in German and English, written and spoken.

Beneficial Skills

• Event Logistics: Prior experience coordinating trade fairs, corporate events, or executive visits including materials management and multi-stakeholder coordination.
• International Travel: Hands-on experience with visa processing and multi-leg international itinerary planning across different regions.
• Driving License: Valid driving license for occasional operational support needs.

What we offer

• Dynamic high-tech company combined with financial soundness and world class investors.
• Join an interdisciplinary, international team with 60+ different nationalities in a collaborative work environment.
• Lots of development opportunities in the context of our continued growth.
• Challenging tasks and impactful projects alongside experts that enable professional and personal growth.
• Corporate Benefits Program that covers health, mobility and learning with 100 € net per month.
• Modern office facilites with a rooftop terrace overlooking Munich, free drinks & fruits, and regular company events contribute to a good working environment.