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