We are looking for a highly reliable and structured Executive Assistant to work closely with the Managing Director and support the smooth operation of a lean, growing organization (approx. 15–20 employees).

The primary focus of this role is executive and administrative support for the Managing Director.
In addition, you will act as the central operational contact for HR-related employee topics, ensuring clarity, structure, and reliable coordination. Selected accounting and finance tasks may complement the role depending on priorities and individual strengths.

This is a trusted, hands-on position at the heart of the company, ideal for someone who enjoys responsibility, variety, and close collaboration with management.

Your Responsibilities

Executive & Administrative Support (Primary Focus)

• Provide comprehensive administrative and organizational support to the Managing Director

• Coordinate calendars, meetings, and business travel, including bookings and expense tracking

• Act as a key point of contact for internal and external stakeholders

• Prepare and follow up on meetings, presentations, and management-related tasks

• Support the organization of company meetings, events, and internal activities

Human Resources Support (Operational Responsibility)

• Act as the first point of contact for day-to-day HR-related employee questions

• Coordinate onboarding and offboarding processes

• Maintain employee records and HR documentation in line with German labor requirements

• Support recruitment coordination (job postings, interview scheduling, candidate communication)

• Prepare HR-related documents such as contracts, amendments, and confirmations

• Manage absence tracking, vacation records, and general HR administration

• Ensure proper documentation and escalation of complex topics to management or external advisors

Accounting & Finance Support (Secondary / Scalable)

• Support day-to-day accounting administration (invoice processing, data entry, filing)

• Review and prepare expense reports

• Coordinate with external accountants, payroll providers, and tax advisors

• Support monthly closing preparation and basic financial reporting