Executive Assistant at Constructor Knowledge — Germany

About The Role

&lt;h3&gt;About the Role&lt;/h3&gt;
&lt;p&gt;We are looking for an experienced, highly organized, and discreet Executive Assistant to provide comprehensive business and personal support to our senior leadership. You will be the executive&#39;s right hand: managing their time, coordinating travel and meetings, handling confidential matters, and taking care of personal arrangements so they can focus on what matters most.&lt;/p&gt;
&lt;h3&gt;Key Responsibilities&lt;/h3&gt;
&lt;p&gt;• Calendar Management: Manage complex, frequently changing calendars; schedule and prioritize meetings across time zones. &lt;br&gt;• Travel Coordination: Plan and book domestic and international travel, including flights, hotels, ground transport, visas, and detailed itineraries. &lt;br&gt;•&amp;nbsp;Meeting Support: Prepare agendas, briefing materials, and presentations; take minutes and follow up on action items. &lt;br&gt;• Communication: Act as the first point of contact for internal and external stakeholders; screen calls, manage correspondence, and draft emails and documents. &lt;br&gt;• Personal Assistance: Handle personal matters for the executive, such as appointments, reservations, gifts, household or family-related arrangements, and private errands. &lt;br&gt;• Event Assistance: Assist in organize business events, executive dinners, board meetings, and VIP visits. &lt;br&gt;• Expense &amp;amp; Budget Tracking: Process expense reports, invoices, and track budgets related to the executive&#39;s office. &lt;br&gt;• Team Coordination: Work closely with drivers, security, office management, and other assistants to ensure seamless logistics. &lt;br&gt;• Confidentiality: Handle sensitive business and personal information with absolute discretion. &lt;br&gt;• Flexibility: Be available outside standard working hours when required, and occasionally travel with the executive.&lt;/p&gt;
&lt;h3&gt;Requirements&lt;/h3&gt;
&lt;p&gt;• Minimum 5 years of experience as an Executive Assistant supporting C-level or senior executives. &lt;br&gt;• Proven experience as a Personal Assistant, handling both professional and private matters. &lt;br&gt;• Excellent organizational and time-management skills, with the ability to juggle multiple priorities. &lt;br&gt;• Advanced knowledge of MS Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace. &lt;br&gt;• Fluent English, written and spoken. &lt;br&gt;• Strong written and verbal communication skills, with a polished and professional manner. &lt;br&gt;• Proven ability to handle confidential information with complete discretion. &lt;br&gt;• Valid passport and willingness to travel.&lt;/p&gt;
&lt;h3&gt;Nice to Have&lt;/h3&gt;
&lt;p&gt;• German language skills. &lt;br&gt;• Experience in an international company. &lt;br&gt;• Experience with travel booking tools and expense management systems (e.g. SAP Concur). &lt;br&gt;• Event management or hospitality background. &lt;br&gt;• Valid driving license (Category B). &lt;br&gt;• A degree or certification in business administration or office management.&lt;/p&gt;
&lt;h3&gt;Personal Qualities&lt;/h3&gt;
&lt;p&gt;• Proactive: anticipates needs and solves problems before they arise. &lt;br&gt;• Calm and composed under pressure, adapting quickly to last-minute changes. &lt;br&gt;• Trustworthy, loyal, and highly discreet. &lt;br&gt;• Detail-oriented with excellent follow-through. &lt;br&gt;• Service-minded, with strong interpersonal skills and a positive attitude&lt;/p&gt;