Office & Executive Assistant 50% (m/w/d)

As we continue to grow internationally, we are looking for a highly organized, proactive, and hands-on Office & Executive Assistant to support our team and help drive smooth day-to-day office operations.

This role combines executive support, office management, and administrative coordination in a fast-paced international environment. You will play a key role in ensuring efficient operations, supporting leadership activities, coordinating office administration, and helping create a positive and productive workplace experience.

What you’ll do

Executive Support

• Provide day-to-day administrative support to senior leaders and executives

• Manage calendars, schedule meetings, and coordinate appointments across multiple time zones

• Prepare meeting materials, presentations, agendas, and follow-up actions

• Support confidential correspondence and document management

• Assist with special projects and executive priorities as required

Office Management & Administration

• Ensure the smooth day-to-day operation of the Stuttgart office

• Coordinate office vendors, suppliers, facility services, and office maintenance

• Manage office supplies, equipment, and procurement activities

• Support onboarding logistics for new employees

• Coordinate workplace services and help maintain a welcoming office environment

• Assist with contract administration and general office documentation

Team & Employee Support

• Coordinate internal meetings, workshops, and company events

• Support employee engagement initiatives and social activities

• Assist with visitor management and office hospitality

• Serve as a key point of contact for administrative requests from employees

Operations & Process Coordination

• Support the implementation and improvement of administrative processes

• Maintain records, trackers, and operational documentation

• Assist with reporting, data collection, and coordination activities

• Collaborate with all business functions on operational initiatives

What you bring

• 3–5+ years of experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role

• Experience supporting senior leaders or executive teams

• Strong organizational and time-management skills

• Ability to manage multiple priorities in a fast-paced environment

• Excellent communication and interpersonal skills

• High level of discretion and professionalism when handling confidential information

• Strong attention to detail and structured working style

• Proactive, hands-on, and solution-oriented mindset

• Comfortable working independently and taking ownership

• Strong proficiency in Microsoft Office and modern collaboration tools

• Experience working in international organizations is a plus

• Fluent in English; German is a plus

What we offer

• High level of ownership and visibility across the organization

• Dynamic and collaborative international work environment

• Hands-on culture with short decision-making paths

• Opportunity to work closely with senior leadership

• Flexible working arrangements supporting productivity and collaboration

• Professional growth through learning, development, and exposure to diverse projects

• Team-oriented culture focused on innovation, continuous improvement, and mutual support

• The opportunity to help shape the workplace experience of a growing global company

We value inclusion and foster a culture of belonging. We welcome applicants of all backgrounds, regardless of gender, gender identity, nationality, ethnic or social background, religion, disability, age, sexual orientation, or any other characteristic. We have zero tolerance for discrimination of any kind.

We look forward to reviewing your application.

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