2–3+ years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or Operations Support professional
Excellent German and English communication skills, both written and verbal
Proven ability to handle confidential information with a high degree of discretion
Strong organizational, planning, and time-management skills
Requirements:
Managing confidential administrative tasks on behalf of the CEO
Preparing and managing contracts using PandaDoc
Supporting payroll preparation and freelancer payment administration
Maintaining employee holiday and PTO records
Job description
This is a remote position.
Currently, we are looking for a German-speaking Executive Assistant to serve as the trusted right hand to the CEO of a growing business.
This is a hands-on support role focused on taking ownership of recurring operational, administrative, and confidential tasks, allowing the founder to focus on sales, growth, and strategic priorities. The ideal candidate is highly organized, proactive, and exceptionally trustworthy, with the ability to handle sensitive information with complete discretion.
This is not a strategy or team-management role. Instead, it is an execution-focused position where reliability, attention to detail, and confidentiality are critical.
Your Duties
As a German-speaking Executive Assistant, you will be responsible for:
Managing confidential administrative tasks on behalf of the CEO
Preparing and managing contracts using PandaDoc
Supporting payroll preparation and freelancer payment administration
Maintaining employee holiday and PTO records
Preparing and organizing monthly invoicing processes
Managing the CEO’s calendar, meetings, and scheduling priorities
Handling personal and business correspondence on behalf of the CEO
Proactively identifying and taking ownership of recurring operational tasks
Maintaining and organizing internal documentation and workflows
Keeping administrative systems updated within ClickUp and Google Workspace
Coordinating with team members when necessary to ensure smooth day-to-day operations
Supporting additional operational and administrative responsibilities as trust and responsibility grow over time
Requirements
2–3+ years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or Operations Support professional
Excellent German and English communication skills, both written and verbal
Proven ability to handle confidential information with a high degree of discretion
Strong organizational, planning, and time-management skills
Exceptional attention to detail and accuracy
Proactive and solution-oriented mindset
Ability to work independently with minimal supervision
Experience managing calendars, correspondence, contracts, and administrative processes
Comfortable working with Google Workspace, ClickUp, and Slack
Reliable availability and commitment to agreed working hours
Strong sense of ownership and accountability
Experience supporting founders, executives, or senior leadership is highly preferred
Nice to Have
Experience with PandaDoc
Familiarity with AI tools such as ChatGPT or Claude
Previous experience in an e-commerce, agency, or startup environment
Experience supporting payroll or invoicing processes
Interest in growing into a broader operational support role over time
