- Location
- Berlin
- Type
- Full-time
- Department
- Administration
- Source
- Pinpoint
Description
Executive Assistant (all genders)
Department: Central Functions
Employment Type: Full Time
Location: Berlin
Reporting To: Dominic Rowell
Description
About Lingoda
Founded 12 years ago, Lingoda addresses a pressing global challenge: meeting the demands of growing economies and aging populations through the mobility of global talent. Driven by its mission "to empower global talent with the language, cultural, and technical skills for integration and success", Lingoda has established itself as a leader in education.
What We Do
Lingoda’s highly effective Small Group Learning Model is delivered via over 800,000 classes a year, powered by 2,400 qualified teachers and a unique proprietary curriculum designed to help learners achieve their goals, whether that be career progression or integration into a new country.
Who We Serve
A rapidly growing and ambitious company, Lingoda operates in both B2B and B2C: while the B2B business has a strong focus on the healthcare sector in Germany and a credible ambition to expand into other professions and geographies, Lingoda’s B2C business has a global presence, teaching German, English, Spanish, French, and Italian to students worldwide.
Learning a language with Lingoda is a rewarding experience, made possible by us Lingodies who support our students every step of the way. We’re committed to living the learning journey alongside them to create a world of connection and opportunity.
We are seeking an Executive Assistant (all genders) based in Berlin, Germany.
Your mission with us:
As the Executive Assistant, you will play a crucial role in managing the daily logistics for the CEO, as well as the Founder and the CFO, ensuring that their time, focus and energy are maximized for efficiency and aligned with the company’s most important priorities. You will act as a proactive gatekeeper, strategic coordinator, and the driving force behind seamless executive operations.
Your Tasks:
Team & Executive Support:
- Calendar Management: Coordinate, manage and optimise the executives' calendars, ensuring appointments, meetings, and events are scheduled efficiently and are aligned with priorities. Work with the CEO to maintain and deliver a rolling annual routine of Board Meetings (quarterly and monthly), SteerCo (monthly and weekly) and Leadership Team (every 6 months) meetings.
- Travel Logistics & Coordination: Organize and manage all travel logistics, including booking flights, accommodation and transportation. Create detailed itineraries for each trip, ensuring all logistics are handled with precision
- Meeting Organization: Schedule and coordinate internal and external meetings, ensuring contributors are prepared to deliver on agendas, and handle logistics. Ensure that relevant parties are involved, and that all necessary materials and documentation are available ahead of time
- Board & External Stakeholder Liaison: Act as a liaison between executives and internal/external stakeholders, managing email correspondence, scheduling meetings and responding to inquiries in a timely and professional manner. Own the coordination of the Board Calendar, proactively managing and driving timelines with Board Directors and their respective EAs.
Internal Communications Execution:
- Company wide internal communications calendar and logistics: Deliver the annual company wide communication, end-to-end logistics and execution of recurring internal communication formats such as Company Huddles and Ask-Me-Anything sessions
- Copywriting: Draft company-wide communications for strategic projects and initiatives, working closely with the Head of People & Culture to translate key messages into clear, on-brand copy
- Platform Management: Maintain and update the internal communications platform (wiki), ensuring content stays current, accurate, and organized, in line with the governance framework and standards set by People & Culture
Operational Excellence & Preparation of Executive Presentations:
- Document & File Management: Organise and maintain important business documents, contracts and communications, ensuring absolute confidentiality
- Expense & Financial Support: Assist in processing and tracking the executives' expenses, ensuring all receipts and documentation are properly filed
- Event Planning: Support in organising internal team events, such as Leadership Days, and other special occasions as needed
- Executive Presentations & Visual Design: Lead the preparation and visual formatting of Board decks and other CEO communication materials, ensuring that they are flawless, visually impactful, on-brand, and without any content and formatting errors
- Content Chasing: Proactively chase and gather content contributions from CXOs and business leads to ensure internal comms and executive presentation deadlines are strictly met
You bring to Lingoda:
- Proven experience supporting CEO and C-level or senior executives, ideally in a high-growth or international company
- Exceptional organizational and time management skills, and problem-solving mentality when faced with challenges or managing multiple competing priorities simultaneously
- High emotional intelligence and a confident, assertive communication style - you know how to diplomatically but firmly “chase” busy executives to get what you need
- Very strong attention to detail with a genuine passion for presentation design, formatting, and visual storytelling (specifically within Google Slides)
- Resilience, you stay calm and adaptable when schedules shift last-minute or priorities change without warning, and can reset quickly without losing momentum.
- Proactive mentality and proven ability to anticipate the needs of the executive team
- Trustworthiness, discretion, and professionalism in dealing with confidential matters
- Excellent written and verbal communication in English; B2+ German is a huge plus
- High proficiency with Google Workspace, Zoom, Slack, and project management tools
What you can expect from Lingoda:
- Approachable leaders and transparent communication - every voice counts at Lingoda!
- Company events and colleagues who are always happy to socialise + budgets towards team building events!
- An inclusive environment with great team spirit and passion for languages
- A well-structured and exciting onboarding process to set you up for success!
- The possibility to work remotely from your home or in the office located in the heart of Berlin
- Learning & development opportunities
- Free access to our language classes
- Mental Health programs
- Corporate benefits & pension funds
- Discounts on Urban Sports memberships (EU)
- Public Transport discounts in Berlin
- 30 vacation days per year
- Free snacks & drinks at the office
- The modern hardware necessary for your work (n/a for freelancers)
- Flexible working hours
Lingoda is dedicated to promoting diversity and inclusion in the workplace. As an equal opportunities and affirmative action employer, we strive to create a workforce that reflects the diversity of our user base. Our commitment ensures that every applicant is assessed on the basis of their skills and qualifications, regardless of age, gender identity, ethnicity, sexual orientation, disability, or religion.
We ask that you please apply directly via the link provided in the job description or directly on our website. Due to GDPR regulations, applications sent otherwise will not be considered.
Please note that if you are based outside of Germany that only a freelance contract can be offered. All our contracts whether freelance or regular German employment contract start on a 2 year time period.
Skills
Project ManagementGDPR
