Why we are looking for support

We are looking for a highly organized and proactive Executive Assistant to support our five-member Management Team and act as the central coordination point for their day-to-day schedules, communication and travel.

You will work closely with all five management members, keep an overview of multiple priorities at the same time and make sure meetings, emails, appointments and travel arrangements run smoothly. This role is ideal for someone who enjoys bringing structure into a fast-moving environment, communicates confidently with different stakeholders and takes ownership without needing constant direction.

Your tasks

Calendar & Meeting Management

• Manage and coordinate the calendars of our five Management Team members
• Act as the central point of contact for meeting and appointment requests
• Schedule, reschedule and prioritize internal and external meetings
• Identify scheduling conflicts proactively and find suitable solutions
• Make sure relevant information, participants and meeting details are available ahead of time

• Support the Management Team with the organization and prioritization of their email inboxes
• Identify important, urgent and actionable messages
• Help ensure requests are followed up on and nothing gets lost
• Coordinate closely and regularly with all five Management Team members
• Communicate professionally with internal and external stakeholders on behalf of the Management Team where appropriate

• Organize and coordinate business travel for the Management Team
• Book flights, trains, hotels and other relevant travel arrangements
• Prepare clear travel schedules and make adjustments when plans change
• Keep different appointments, locations and travel requirements aligned

• Maintain an overview of the different schedules and priorities across the Management Team
• Proactively follow up on appointments, requests and organizational topics
• Bring structure to changing priorities and support efficient day-to-day collaboration
• Serve as a reliable interface between the Management Team and internal and external stakeholders

Requirements

• Previous experience as an Executive Assistant, Personal Assistant, Management Assistant or in a comparable coordination role
• Excellent organizational and time-management skills
• Ability to coordinate multiple senior stakeholders and calendars simultaneously
• Strong sense of prioritization and attention to detail
• A proactive mindset, you recognize what needs to be done and take ownership
• High level of discretion and professionalism when handling confidential information
• Strong written and verbal communication skills
• Confidence communicating with senior stakeholders and external partners
• Ability to stay structured and calm when priorities or schedules change
• Very good digital skills and confidence working with modern collaboration and productivity tools
• Fluent English is required, other language are always welcome
• Based in Germany, Greece or Poland

What We Offer

Nice to Have

• Experience supporting multiple executives or a Management Team
• Experience working in an international or distributed organization
• Experience in a fast-paced consulting, tech or professional services environment
• Hands-on experience with tools such as Google Workspace, Slack, TravelPerk and Yokoy
• Experience coordinating complex international travel across different countries and time zones
• Familiarity with travel bookings, expense workflows and administrative processes
• Experience improving or setting up administrative processes and ways of working
• A strong interest in using digital tools and automation to make executive coordination more efficient