German Speaking Executive Assistant & Business Operations (Hybrid)

*** This role requires the candidates to have their own car & B driving license**

Location: Schönefeld / Berlin Area (Hybrid / Flexible remote setup)

Salary: €50,000 – €80,000 gross p.a. + Attractive Benefits

Employment Type: Permanent / Full-time (30–40 hours/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 team near Berlin. Building successful health, beauty, and wellness brands (such as Bionera, Novavel, Retulin, Vivolan, and Neurolin), our mission is driven by data-centric strategy, cutting-edge technology, and a hands-on culture.

This is not a traditional, purely administrative assistant role. Roughly 35–40% of your scope will involve comprehensive executive and confidential personal support for our three senior leaders (Founders Felix & Tim, and COO Valerie), while the remaining scope centers on end-to-end business operations, office management, and autonomous project ownership. If you thrive on taking a messy problem, running with it independently, and driving it across the finish line without micromanagement, this is the ultimate opportunity for you.

Key Responsibilities

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

• Calendar & Travel: Proactively manage complex calendars, travel planning, and meeting coordination for our senior stakeholders.
• Meeting Preparation: Structure agendas, prepare presentations, and ensure follow-up on key decisions and action items.
• Confidential Support: Handle sensitive corporate and executive matters with absolute discretion.
• Personal Assistance (CEO Support): Assist with local errands, workshop/car appointments, coordination of tradespeople, private travel/events, and related administrative tasks.

2. Office Management & Logistics (Schönefeld Hub)

• Operational Hub Management: Oversee incoming/outgoing mail, parcels, and general vendor/office coordination at our Schönefeld location.
• Brand Experience: Prepare onboarding boxes, employee gifts, and coordinate product sample intake, testing, and feedback routing.

3. Business Operations & Project Ownership (Core Differentiator)

• Strategic Projects: Take full end-to-end ownership of strategic initiatives across administration, HR, and organizational development (e.g., redesigning internal tooling and workflows in Notion, Confluence, or Asana).
• Event Management: Plan and execute company offsites and internal team events from concept to completion.
• Process Optimization: Continuously identify bottlenecks, design scalable workflows, and leverage AI-supported tools to streamline operations.
• Optional Operational Support (Capacity-Dependent): Assist with recruiting coordination (screening calls, interviews) and preparatory finance tasks (expense management, receipt tracking, and coordination with tax advisors).

Candidate Profile & Requirements

Must-Haves:

• Experience: 3+ years of professional experience in executive assistance, business operations, project management, or founder support roles within a dynamic startup, scale-up, or agency environment.
• Project Ownership: Proven ability to manage independent projects from start to finish with high autonomy.
• Mobility & Flexibility: Valid Class B driving licence and access to your own car, allowing you to handle operational errands around the Berlin/Schönefeld area. Flexible willingness to increase on-site presence in Schönefeld when operational needs require.
• Digital & Systems Acumen: Confident command of Google Workspace, Notion, Confluence, or similar knowledge/process management systems; strong numerical affinity.
• Language Skills: Native or C2-level German proficiency and strong, professional C1-level English.
• Soft Skills: Highest level of discretion, proactive communication, extreme reliability, and a pragmatic, hands-on problem-solving attitude.

Nice-to-Haves:

• Prior experience supporting founders or C-level executives in fast-growing e-commerce or tech environments.
• Exposure to HR/recruiting operations or finance/accounting preparation tasks.
• Familiarity with modern AI tools and automated workflow engineering.

Working Environment & Culture

• Hybrid Model: Typically 1 to 2 days per week on-site in Schönefeld, with flexible remote work options and up to 30 Work-&-Travel days per year in the EU. (Note: Must be flexible to work on-site more frequently if business priorities require).
• Culture: A lean, fast-moving scale-up environment rooted in our core values: Extreme Ownership, Clarity First, Curiosity Ignites Growth, Every Touchpoint Counts, and Enjoy the Ride.

Compensation & Benefits

• Competitive Remuneration: Base salary ranging from €50,000 to €80,000 gross per annum.
• Comprehensive Benefits: 100% employer contribution to company pension schemes (bAV), subsidized EGYM Wellpass (€25/month), staff discounts, and 28 days of paid vacation.
• Growth & Innovation: Annual professional development budget, leadership opportunities on optimization projects, and integration of cutting-edge AI tools.
• Team Spirit: Regular company offsites, team events, and a collaborative, non-bureaucratic atmosphere.