Executive Assistant

Vor 4 Tagen

Berlin, Berlin, Deutschland Voryntisy Vollzeit 60.000 € - 80.000 € pro Jahr

Role Description

The Executive Assistant provides high-level administrative and operational support to senior executives, enabling them to focus on strategic priorities. This role involves managing schedules, coordinating communications, preparing reports, and assisting with project management. The Executive Assistant acts as a key liaison between executives, internal teams, and external stakeholders, ensuring smooth workflow and efficient business operations while maintaining confidentiality and professionalism.

Key Responsibilities

  • Manage and optimize executives' calendars, including scheduling meetings, appointments, and travel arrangements.
  • Prepare agendas, presentations, reports, and correspondence for meetings and briefings.
  • Handle incoming communications (emails, calls, messages), prioritize urgent matters, and respond on behalf of executives when appropriate.
  • Assist with project tracking, monitoring deadlines, and ensuring timely completion of tasks.
  • Maintain organized records of contracts, documents, and sensitive information.
  • Coordinate internal and external communications with clients, partners, and team members.
  • Arrange business travel logistics, including transportation, accommodations, and itineraries.
  • Prepare expense reports and assist with budget tracking or administrative processes.
  • Anticipate executive needs and proactively address potential issues or conflicts.
  • Conduct research, compile data, and prepare summaries or reports for strategic decision-making.
  • Maintain discretion and confidentiality when handling sensitive corporate information.

Qualifications

  • Bachelor's degree in Business Administration, Management, or a related field preferred.
  • 3–5 years of experience as an executive assistant or in a similar administrative support role.
  • Exceptional organizational, time-management, and multitasking skills.
  • Strong written and verbal communication skills in English; Japanese proficiency is a plus for Japan-based roles.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Slack, Zoom).
  • Ability to prioritize tasks, meet deadlines, and work effectively under pressure.
  • Strong interpersonal skills for professional interactions with executives, teams, and external partners.
  • High level of professionalism, integrity, and attention to detail.
  • Adaptability and proactive approach to dynamic and changing work environments.
  • The ideal candidate is organized, proactive, and detail-oriented, capable of managing executive priorities efficiently while maintaining confidentiality. The Executive Assistant plays a pivotal role in enhancing executive productivity, supporting strategic initiatives, and ensuring smooth operational workflows across the organization.

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