Job Title: Executive Assistant

• Job Purpose

The Executive Assistant provides high-level administrative and organizational support to the senior leadership team, ensuring efficient day-to-day operations, effective communication, and proactive management of schedules, correspondence, and projects. This role requires exceptional professionalism, discretion, and the ability to prioritize in a fast-paced environment.

• Key Responsibilities

1.Administrative and Organisational Support

Manage complex diaries, appointments, and travel arrangements

Schedule and coordinate meetings, conferences, and events (both internal and external)

Prepare and distribute agendas, briefing papers, and meeting minutes

Maintain efficient filing systems and records, both digital and physical

2.Communication and Correspondence

Act as the first point of contact for internal and external stakeholders

Draft, review, and edit correspondence, reports, and presentations

Handle confidential information with discretion and professionalism

Liaise between executives, staff, and external partners to ensure clear communication and timely follow-up

3.Project and Office Management

Support or lead special projects as assigned by the executive team

Monitor deadlines, budgets, and progress on key initiatives

Coordinate office operations and logistics as needed

Maintain supplies, contracts, and relationships with vendors or service providers

4. Financial and Administrative Processes

Process invoices, expense claims, and credit card reconciliations

Assist with budget tracking and financial reporting

Support procurement and resource planning as required

5. Leadership and Confidential Support

Represent the executive team with professionalism and integrity

Anticipate needs and take initiative to resolve issues before escalating

Support internal communications, HR coordination, and staff engagement initiatives

• Essential Skills & Experience

Proven experience as an Executive Assistant, Personal Assistant, or Senior Administrator

Proficiency in English

Excellent organizational and time-management skills with strong attention to detail

Outstanding written and verbal communication skills

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint

Experience in understanding basic financial concepts, following budgeted expenses

• Desirable Skills & Experience

Experience in corporate setting

Project management or event coordination experience.

Intermediate German language skills

• Qualifications

Bachelor’s degree