Executive Assistant

Vor 4 Tagen

Berlin, Berlin, Deutschland Lynvora Vollzeit 45.000 € - 70.000 € pro Jahr

Role Description

The Executive Assistant provides high-level administrative support to senior executives, ensuring smooth and efficient daily operations. This role involves managing schedules, coordinating meetings, handling communications, and supporting strategic initiatives. The Executive Assistant acts as a trusted point of contact between the executive and internal or external stakeholders, maintaining confidentiality, professionalism, and organizational efficiency. The ideal candidate is highly organized, proactive, detail-oriented, and possesses excellent interpersonal and communication skills. This position offers an opportunity to gain insight into executive decision-making and contribute to the effectiveness of top-level management.

Key Responsibilities

  • Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements.
  • Prepare agendas, briefing materials, presentations, and reports for meetings.
  • Handle correspondence, emails, and phone calls on behalf of executives, prioritizing urgent matters.
  • Coordinate logistics for conferences, events, and corporate meetings, ensuring seamless execution.
  • Support strategic projects by conducting research, preparing analyses, and tracking progress.
  • Maintain confidential and sensitive information with discretion and professionalism.
  • Liaise with internal departments and external stakeholders to facilitate communication and follow-up.
  • Assist with expense reporting, budget tracking, and procurement-related tasks.
  • Monitor deadlines, action items, and deliverables, ensuring tasks are completed on time.
  • Organize and maintain files, records, and documentation in both digital and physical formats.
  • Identify opportunities to improve administrative processes and implement efficiency measures.
  • Serve as a key point of contact for visitors, clients, and partners, representing the executive professionally.

Qualifications

  • Bachelor's degree in Business Administration, Management, or a related field.
  • 3–5 years of experience as an executive assistant, administrative assistant, or similar role supporting senior management.
  • Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
  • Strong written and verbal communication skills in English; additional languages are a plus.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools (Teams, Slack, Zoom).
  • High level of discretion and ability to handle confidential information professionally.
  • Detail-oriented with strong problem-solving abilities and proactive thinking.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Experience in project coordination, event planning, or office management is advantageous.
  • Professional demeanor, adaptability, and strong interpersonal skills to interact with executives, clients, and colleagues.

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