Assistant to Management — Executive Assistant, Part-time

This is a fully remote position, open to applicants in Germany.

📋 Description

• Evaluate applications, offer feedback, arrange interviews, and prepare interview materials.

• Oversee mailboxes, redirect emails or respond after consulting with relevant parties.

• Organize calendars and ensure appointments are maintained.

• Prepare and follow up on management weeklies, quarterly objectives, OKR meetings, one-on-one team meetings, and annual performance reviews.

• Monitor open tasks and deadlines for three managing directors.

• Assist with monthly invoicing, gather receipts, and allocate incoming invoices appropriately.

• Follow up on pending items and manage contracts and related documents for freelancers.

• Compile client information and documents, managing access, deadlines, and filing processes.

• Coordinate trade show appearances (e.g., DMEXCO) and team events.

• Maintain contact lists, research contacts and events, and support proposal preparation.

⛳️ Requirements

• Some professional experience as an assistant, in office management, or in a back-office role.

• Ideally, experience within an agency or startup environment.

• Unwavering reliability and discretion.

• Responsible handling of sensitive information, including contracts, financial data, and salaries.

• Proactive approach to following up on tasks and deadlines.

• Structured work style with the ability to prioritize confidently while managing multiple simultaneous tasks.

• Clear and assertive communication skills in German.

• Confident and responsible use of AI tools, particularly Claude.

• Capability to review AI outputs and deliver fully completed results.

• Quick adaptability to unfamiliar systems such as awork, Microsoft 365, Teams, and a proprietary portal.

• Independent work ethic, initiative, and keen attention to detail.

🏝️ Benefits

• Direct collaboration with the three managing directors, gaining insight into all aspects of an agency, including finance, recruiting, and new business development.

• A trusted position with genuine responsibility from day one.

• Flexible working hours ranging from 15 to 20 hours per week, fully remote.

• Potential to increase hours if it benefits both parties and the company continues to expand.

• AI-supported work environment utilizing Claude.

• An open and dedicated team with flat hierarchies and swift decision-making processes.

• Paid practical task of approximately two hours as part of the application process.