Executive Assistant (mfd)

Our client is looking for an experienced Executive Assistant to provide high-level administrative and organizational support to senior leadership and their this role you will manage complex calendars and travel arrangements coordinate meetings and events support strategic initiatives and ensure smooth day-to-day operations across the organization.

The ideal candidate is a highly organized proactive and adaptable professional who enjoys working in a fast-paced environment. You should be comfortable managing multiple priorities working with senior stakeholders handling time-sensitive tasks and taking ownership from start to finish.

Location: Germany Hamburg Frankfurt or Munich
Employment Type: Full-time (38 hours per week)
Contract Type: Fixed-term contract (October 5 2026 April 30 2027)

Key Responsibilities:

• Manage complex executive calendars meetings commitments and schedules to maximize leadership effectiveness.

• Coordinate domestic and international travel arrangements including handling last-minute changes and unexpected adjustments.

• Organize group meetings team off-sites company meetings and team-building events.

• Coordinate special projects and larger meetings with internal and external stakeholders.

• Support senior leadership with selected strategic business initiatives and projects.

• Prepare compile and distribute meeting minutes senior leadership updates and internal communications.

• Maintain accurate organizational charts contact lists distribution lists and other internal administrative records.

• Coordinate staff travel and provide administrative support to team members as required.

• Arrange candidate interviews and support the onboarding process for new hires including coordination of office space IT equipment systems and user accounts.

• Process administrative documentation including expense reports employment requisitions contractor time records and IT and Facilities requests.

• Provide general office administration including ordering supplies equipment and other required resources.

• Provide support for audio visual video and web conferencing when needed.

• Manage open purchase orders and coordinate with vendors and project managers to support timely billing.

• Monitor project-related administrative requirements and ensure that relevant purchasing and billing processes are followed.

• Follow company policies and procedures and use relevant internal systems for purchasing and administrative processes.

• Take ownership of tasks and projects through completion even when working across multiple teams and stakeholders.

Required Qualifications:

• Proven experience as an Executive Assistant Senior Executive Assistant Executive Business Partner Team Assistant or in a comparable senior administrative role.

• Strong experience managing complex calendars executive schedules and business travel.

• Excellent organizational and time-management skills with the ability to manage multiple priorities and competing deadlines.

• Strong attention to detail and a high level of accuracy in administrative and coordination tasks.

• Ability to work independently with limited direction and take ownership of outcomes.

• Strong communication and interpersonal skills with the ability to interact professionally with senior executives and internal and external stakeholders.

• Ability to remain flexible embrace change and work effectively in a fast-paced and constantly changing environment.

• Proactive hands-on and solution-oriented approach with a strong can-do attitude.

• Strong ability to prioritize tasks and make sound decisions when faced with conflicting priorities.

• Experience coordinating meetings events off-sites interviews or other complex organizational activities.

• Ability to create and maintain structured processes checklists and systems that improve operational efficiency.

• Strong follow-through and commitment to completing tasks and projects successfully.

Preferred Qualifications:

• Experience supporting senior executives leadership teams or C-level stakeholders.

• Experience in a technology professional services consulting or similarly fast-paced corporate environment.

• Experience supporting strategic initiatives business projects or cross-functional programs.

• Experience with procurement processes purchase orders vendor management expenses or invoice coordination.

• Familiarity with contract management procurement HR IT or Facilities processes.

• Experience working in an international or global organization.

• Experience with collaboration conferencing and corporate administrative tools.

Key Attributes:

• Positive can-do attitude with no ego and a willingness to do what it takes to get the job done.

• Strong team player who is willing to support colleagues and contribute wherever needed.

• Highly organized detail-oriented and reliable.

• Proactive and able to identify opportunities to improve processes and ways of working.

• Comfortable with ambiguity changing priorities and last-minute requests.

• Decisive and capable of working effectively under pressure.

• Strong sense of ownership and accountability.

• Excellent written and verbal communication skills.

• Ability to build strong professional relationships and work effectively with a wide range of stakeholders.

Education:

• High school diploma or equivalent required.

• Additional education or professional qualifications in business administration management or a related field are a plus.