The Executive Assistant will manage calendars, travel, and communication for a five-member management team to ensure efficient daily operations. They will act as a central point of contact for internal and external stakeholders while maintaining structure across changing priorities.
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
Email & Communication Management
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
Travel Coordination
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
Management Coordination
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
About us
We help Consumer Goods brands achieve commercial digital excellence - from strategy to hands-on implementation. Our teams craft omni-channel experiences and deliver Salesforce-driven solutions that optimize everything from field execution to revenue growth.
As an official Salesforce partner and a member of the Consumer Goods Cloud Advisory Board, we bring together: - Deep industry know-how in retail, healthcare, and manufacturing - Agile delivery and modern tech to solve complex business challenges - A global, remote-first culture, with colleagues across Germany, Greece, Portugal, Switzerland, the UK, and beyond We live by our values: - Authenticity: be open and honest - Adaptability: embrace change with positivity - Meaningfulness: focus on impact, not busywork - Bravery: challenge the status quo and innovate boldly
“I was the first applicant for a remote marketing position that got listed on the company website the same day I applied. Had an interview within 48 hours!”
— Sarah J.
·
Marketing Manager
★★★★★
Verified
