Executive Assistant Management & Board of Directors

Your tasks

• Proactive organization and coordination of the daily working routine of the management
• Planning, prioritization, and continuous maintenance of appointments, calendars, and time slots
• Coordination of the Board of Directors' appointments as well as management of annual and meeting planning
• Content-related and organizational preparation of management and Board of Directors meetings
• Creation of agendas, compilation of meeting documents, and ensuring timely documentation
• Precise minute-taking of management and Board of Directors meetings
• Documentation and consistent follow-up of decisions, tasks, deadlines, and pending items
• Triage and prioritization of incoming emails and inquiries, as well as preparation or independent answering of correspondence
• Preparation of decision-making bases, briefings, presentations, reports, and management information
• Carrying out content-related preliminary clarifications and research on operational, organizational, and strategic questions
• Coordination and reliable communication with department heads, internal specialist departments, authorities, clients, and other external partners
• Obtaining relevant information from internal stakeholders as well as structured and understandable condensation for the management
• Support in the preparation and implementation of strategic and cross-departmental projects
• Taking over own coordination and improvement projects on behalf of the management
• Identification of open points, risks, and needs for decisions, as well as early escalation
• Professional filing and management of confidential management and Board of Directors documents
• Targeted use of AI for research, summaries, correspondence, meeting documents, analyses, and more efficient workflows
• Continuous search for opportunities to relieve the management organizationally and content-wise and to enable them to concentrate on essential leadership tasks

Your profile

• Commercial training with relevant further education or a university degree, for example in business administration, law, communication, public management, or a comparable field
• Several years of experience as an Executive Assistant, Assistant to the Management, in a Board of Directors secretariat, PMO, or a comparable coordination function
• Experience in the preparation and minute-taking of management or Board of Directors meetings is an advantage
• Strong interest in operational, organizational, and strategic contexts
• Ability to quickly familiarize oneself with new and complex topics and to recognize the decisive points
• Very good written and spoken German skills as well as a precise, audience-oriented writing style
• High digital competence and confident handling of Microsoft 365
• Sound practical experience with AI applications and a reflective approach to their possibilities, limits, and data protection requirements
• Strong organizational, prioritization, and self-management skills
• Proactive way of working and the ability to independently initiate tasks and reliably bring them to completion
• Discretion, loyalty, and absolute reliability in handling confidential information
• Diplomatic skill and simultaneously the necessary commitment to request information and pending items from different stakeholders
• Calmness, overview, and decision-making ability even with numerous parallel topics and short-term changes
• Service-oriented, pragmatic, and solution-oriented personality
• Readiness to take on responsibility and, depending on your own profile, to gradually develop into a more extensive Chief of Staff function

Why us?

• A central trust function in direct cooperation with the management and the Board of Directors
• An extraordinarily broad insight into strategic, operational, personnel, and financial company topics
• A versatile area of responsibility with high individual responsibility and immediate impact
• The opportunity to actively help shape leadership, decision-making, and information processes
• A dynamic company in a significant growth and development phase
• A working environment in which digitalization and the responsible use of AI are expressly encouraged
• A long-term development perspective towards Chief of Staff, depending on experience, interest, and personal development
• A socially relevant activity at de j4id10397676a j4it0938a j4iy26a