German Speaking Executive Assistant & Business Operations (Hybrid)

*Important Requirement: Candidates must possess a valid Class B driver's license and have access to their own vehicle.

Location: Schönefeld / Berlin (Hybrid / Flexible remote model)

Salary: €50,000 – €80,000 gross per year + attractive corporate benefits

Employment Type: Full-time, Permanent (30–40 hours per week)

About the Role

We are seeking an entrepreneurial, high-ownership Executive Assistant & Business Operations Manager (m/f/d) to join our fast-growing e-commerce group based in the greater Berlin region. Responsible for scaling successful health, beauty, and wellness brands (including Bionera, Novavel, Retulin, Vivolan, and Neurolin), our company culture relies on data-driven strategy, modern technology, and a hands-on operational approach.

This position extends far beyond standard administrative support. Approximately 35–40% of your responsibilities will center on high-level executive assistance and confidential personal management for our three senior leaders (Founders Felix & Tim, alongside COO Valerie). The remaining majority of your scope covers end-to-end business operations, facility management, and independent project leadership. If you excel at taking complex, undefined challenges and independently driving them to completion without requiring close supervision, this role presents an outstanding growth opportunity.

Key Responsibilities

1. Executive & Personal Support (~35–40%)

• Calendar & Travel Coordination: Proactively organize intricate schedules, manage complex travel itineraries, and oversee executive meeting calendars.
• Executive Briefings & Follow-ups: Draft structured agendas, assemble presentation materials, and monitor post-meeting action items to ensure execution.
• Confidential Operations: Handle sensitive business affairs and internal matters with utmost discretion.
• Founder Support Services: Assist with localized operational errands, vehicle maintenance appointments, contractor coordination, personal travel booking, and custom administrative tasks for leadership.

2. Office Management & Hub Logistics (Schönefeld Site)

• Operational Facility Oversight: Direct incoming and outgoing shipments, mail delivery, and general vendor logistics at our Schönefeld facility.
• Brand Experience & Logistics: Assemble onboarding packages and employee gifts, while overseeing sample intake, product testing logistics, and internal feedback distribution.

3. Business Operations & Strategic Projects (Core Focus)

• Initiative Ownership: Drive cross-departmental projects across administration, HR, and organizational development (such as building or restructuring internal documentation in Notion, Confluence, or Asana).
• Corporate Events: Plan, organize, and execute company offsites and internal team events from initial concept through execution.
• Process Efficiency: Analyze operational workflows to identify bottlenecks, implement scalable systems, and incorporate modern AI tools to streamline productivity.
• Auxiliary Operational Assistance (Capacity-Dependent): Provide support for talent acquisition (initial candidate screening and interview scheduling) and preliminary financial tasks (expense processing, receipt logging, and tax advisor coordination).

Candidate Profile & Requirements

Core Qualifications

• Professional Background: 3+ years of experience in executive assistance, business operations, project management, or founder support within a high-growth startup, scale-up, or agency setting.
• Project Leadership: Demonstrated capacity to autonomously plan and complete complex projects with minimal supervision.
• Mobility & Flexibility: Valid Class B driver's license and regular access to a private vehicle for local errands and operational tasks across the Berlin/Schönefeld area. Flexibility to adjust physical office presence when operational needs demand it.
• Technical & Software Aptitude: High familiarity with Google Workspace, Notion, Confluence, or equivalent workflow/knowledge platforms, paired with strong numerical reasoning.
• Language Proficiency: Native or C2-level fluency in German, complemented by strong C1-level professional English skills.
• Interpersonal Attributes: Exceptional discretion, proactive communication style, strong reliability, and a pragmatic, solution-oriented mindset.

Preferred Qualifications

• Executive Experience: Prior history supporting founders or C-level leaders in fast-paced e-commerce or tech firms.
• Functional Exposure: Familiarity with talent acquisition procedures or preliminary bookkeeping and accounting processes.
• Automation & AI: Practical experience utilizing contemporary AI software and digital process automation tools.

Working Environment & Culture

• Hybrid Setup: Typically 1 to 2 days per week on-site at our Schönefeld hub, combined with flexible work-from-home options and up to 30 Work-&-Travel days annually within the EU (with flexibility to be on-site more often when business priorities require).
• Company Culture: A dynamic scale-up environment guided by five core values: Extreme Ownership, Clarity First, Curiosity Ignites Growth, Every Touchpoint Counts, and Enjoy the Ride.

Compensation & Benefits

• Competitive Salary: Annual base package between €50,000 and €80,000 gross.
• Comprehensive Benefits: 100% employer-funded company pension plan (bAV), subsidized EGYM Wellpass membership (€25/month), employee product discounts, and 28 paid vacation days annually.
• Professional Growth: Dedicated annual learning budget, ownership opportunities on key operational projects, and early access to enterprise AI tooling.
• Team & Work Environment: Regular team retreats, offsite events, and a collaborative work culture with low hierarchy and fast decision-making.