Executive or Team Assistant

Job Summary

We are seeking a highly organized, proactive, and detail-oriented

Executive or Team Assistant

(m/f/d) to support our Partners and Managing Directors across multiple locations in Europe and beyond.

This is a dedicated executive support role where excellence in organization, discretion, and anticipating needs are essential. As part of our collaborative Assistant team, you will ensure seamless day-to-day operations by managing complex schedules, coordinating international travel, and providing exceptional administrative support in a fast-paced environment.

Key Responsibilities

Manage complex executive calendars across multiple time zones, proactively identifying and resolving scheduling conflicts

Screen and prioritize emails, calls, and other communications, and draft routine correspondence such as meeting confirmations and scheduling requests

Coordinate international travel, including flights, accommodation, ground transportation, visas where applicable, and detailed itineraries, with the flexibility to adapt plans at short notice

Process expense reports, quarterly time tracking, invoices, and procurement related to executive activities

Prepare reports, presentations, and other meeting materials as required

Coordinate internal and external meetings and events, including room bookings, catering, guest registration, and restaurant reservations

Handle highly confidential information with the utmost discretion and professionalism

Act as a trusted liaison between executives and internal and external stakeholders, including investors, portfolio companies, and advisors

Track follow-up actions and key deadlines arising from meetings to ensure timely execution

Collaborate closely with Executive Assistants across all offices, providing support and coverage during absences

Contribute to firm-wide initiatives and special projects, including internal and external events and merchandising activities

Essential Attributes

3-5+ years of experience as an Executive Assistant, Personal Assistant, or in a comparable executive support role

Exceptional organizational skills with outstanding attention to detail

Excellent time management skills and the ability to prioritize multiple competing demands

Strong interpersonal and communication skills, with confidence interacting at all levels of seniority

Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and the ability to quickly adopt new business systems, including travel, expense, and AI-enabled productivity tools

Absolute discretion and professionalism when handling confidential information

Calm, resourceful, and solution-oriented under pressure

Highly proactive, anticipating executive needs before they arise

Business-fluent English is essential; German would be an advantage

Preferred Attributes

• Experience in Private Equity, Venture Capital, consulting, finance or insurance sector
• Experience in premium guest services, luxury travel, or other high-service environments where anticipating client needs is critical.
• Strong digital aptitude and enthusiasm for leveraging new technologies to improve efficiency and productivity
• Bachelor’s degree preferred
• What we Offer
• A stable and highly valued role within a leading international investment firm
• Close collaboration with senior leadership across multiple international offices
• A welcoming and experienced Executive Assistant team, with a collaborative culture and strong mutual support
• A modern office in the heart of sunny Valencia
• Flexibility to work from home one day per week
• Weekly delivery of office snacks, fresh fruit, and beverages
• Unlimited freshly brewed coffee from our bean-to-cup coffee machine
• Company-paid Uber Eats when working in the office after 7:00 pm
• Company-paid Free Now ride home when working in the office after 9:00 pm
• Opportunities to contribute to firm-wide initiatives and grow within a collaborative, international environment