Executive Assistant & Operations (m/f/d)

Anforderungen

• Professional experience in Executive Assistance, Management Assistance, Office Management or a comparable hands-on coordination role

• You genuinely enjoy providing excellent executive support and are comfortable being the person who keeps both the Managing Director and the office organized

• German at native or near-native level and a strong understanding of German/European culture and business practices

• Very good Chinese language skills combined with a strong personal, academic or professional connection to China

• Strong English skills and confidence communicating in an international business environment

• Ideally, you have lived, studied or worked in different countries or cultural environments and feel comfortable navigating different cultures

• Commercial training, a university degree or a comparable qualification is welcome, but not essential

• We are also open to candidates from highly service-oriented international environments, such as hospitality, who have developed strong organizational and coordination skills

• Excellent organizational skills combined with a pragmatic, hands-on mentality

• Comfortable switching between C-level support, international coordination and everyday office administration

• You do not wait for perfectly defined responsibilities but see what needs to be done and take ownership

• Confident, approachable and service-oriented personality with strong communication skills

• Independent way of working, sound judgement and discretion

• Comfortable working in a small and growing international team, where responsibilities will naturally evolve over time

• German

• Chinese

• English

Aufgaben

• Provide proactive and reliable support to the Managing Director in his day-to-day business

• Manage complex calendars, meetings, business trips and international travel arrangements

• Prepare and follow up on meetings, appointments, presentations and relevant documentation

• Coordinate priorities, deadlines and action items and ensure effective follow-through

• Handle confidential information and correspondence with professionalism and discretion

• Take responsibility for the day-to-day organization of the Munich office

• Act as a central point of contact for the local team and ensure that everyday office matters run smoothly

• Manage office supplies, orders and general procurement

• Coordinate telephone, mail and other administrative office matters

• Coordinate external service providers, suppliers and partners

• Support administrative processes such as onboarding, payroll preparation and employee documentation

• Organize practical requirements for new employees and support them during their onboarding

• Take care of the small but important operational topics that come with running and building a new office

• Coordinate communication and workflows between the German organization, headquarters in China and international stakeholders

• Support the Managing Director with projects and operational topics related to the development of the German entity

• Help establish practical processes and structures as the organization grows

• Take ownership of special projects and ad-hoc topics, from straightforward administrative tasks to more complex coordination assignments