German Speaking Executive Assistant & Business Operations

*** This role requires the candidates to have their own car & B driving license**

Location: Schönefeld / Berlin Area (Hybrid / Flexible remote setup)

Salary:gross p.a. Attractive Benefits

Employment Type: Permanent / Full-time (3040 hours/week)

We are seeking an entrepreneurial high-ownership Executive Assistant & Business Operations Manager (m/f/d) to join our fast-growing e-commerce team near Berlin. Building successful health beauty and wellness brands (such as Bionera Novavel Retulin Vivolan and Neurolin) our mission is driven by data-centric strategy cutting-edge technology and a hands-on culture.

This is not a traditional purely administrative assistant role. Roughly 3540% of your scope will involve comprehensive executive and confidential personal support for our three senior leaders (Founders Felix & Tim and COO Valerie) while the remaining scope centers on end-to-end business operations office management and autonomous project ownership. If you thrive on taking a messy problem running with it independently and driving it across the finish line without micromanagement this is the ultimate opportunity for you.

• Calendar & Travel: Proactively manage complex calendars travel planning and meeting coordination for our senior stakeholders.
• Meeting Preparation: Structure agendas prepare presentations and ensure follow-up on key decisions and action items.
• Confidential Support: Handle sensitive corporate and executive matters with absolute discretion.
• Personal Assistance (CEO Support): Assist with local errands workshop/car appointments coordination of tradespeople private travel/events and related administrative tasks.

• Operational Hub Management: Oversee incoming/outgoing mail parcels and general vendor/office coordination at our Schönefeld location.
• Brand Experience: Prepare onboarding boxes employee gifts and coordinate product sample intake testing and feedback routing.

• Strategic Projects: Take full end-to-end ownership of strategic initiatives across administration HR and organizational development (e.g. redesigning internal tooling and workflows in Notion Confluence or Asana).
• Event Management: Plan and execute company offsites and internal team events from concept to completion.
• Process Optimization: Continuously identify bottlenecks design scalable workflows and leverage AI-supported tools to streamline operations.
• Optional Operational Support (Capacity-Dependent): Assist with recruiting coordination (screening calls interviews) and preparatory finance tasks (expense management receipt tracking and coordination with tax advisors).

• Experience: 3 years of professional experience in executive assistance business operations project management or founder support roles within a dynamic startup scale-up or agency environment.
• Project Ownership: Proven ability to manage independent projects from start to finish with high autonomy.
• Mobility & Flexibility: Valid Class B driving licence and access to your own car allowing you to handle operational errands around the Berlin/Schönefeld area. Flexible willingness to increase on-site presence in Schönefeld when operational needs require.
• Digital & Systems Acumen: Confident command of Google Workspace Notion Confluence or similar knowledge/process management systems; strong numerical affinity.
• Language Skills: Native or C2-level German proficiency and strong professional C1-level English.
• Soft Skills: Highest level of discretion proactive communication extreme reliability and a pragmatic hands-on problem-solving attitude.

• Prior experience supporting founders or C-level executives in fast-growing e-commerce or tech environments.
• Exposure to HR/recruiting operations or finance/accounting preparation tasks.
• Familiarity with modern AI tools and automated workflow engineering.

• Hybrid Model: Typically 1 to 2 days per week on-site in Schönefeld with flexible remote work options and up to 30 Work-&-Travel days per year in the EU. (Note: Must be flexible to work on-site more frequently if business priorities require).
• Culture: A lean fast-moving scale-up environment rooted in our core values: Extreme Ownership Clarity First Curiosity Ignites Growth Every Touchpoint Counts and Enjoy the Ride.

• Competitive Remuneration: Base salary ranging from 50000 to 80000 gross per annum.
• Comprehensive Benefits: 100% employer contribution to company pension schemes (bAV) subsidized EGYM Wellpass (25/month) staff discounts and 28 days of paid vacation.
• Growth & Innovation: Annual professional development budget leadership opportunities on optimization projects and integration of cutting-edge AI tools.
• Team Spirit: Regular company offsites team events and a collaborative non-bureaucratic atmosphere.