Executive Assistant to the Managing Director, HR & Operations Support

Your Mission

We are looking for a highly reliable and structured Executive Assistant to work closely with the Managing Director and support the smooth operation of a lean, growing organization (approx. 15–20 employees). The primary focus is executive and administrative support for the Managing Director.

Additionally, you will act as the central operational contact for HR‑related employee topics, ensuring clarity, structure, and reliable coordination. Selected accounting and finance tasks may complement the role depending on priorities and individual strengths. This is a trusted, hands‑on position at the heart of the company, ideal for someone who enjoys responsibility, variety, and close collaboration with management.

Your Responsibilities

• Provide comprehensive administrative and organizational support to the Managing Director


• Coordinate calendars, meetings, and business travel, including bookings and expense tracking


• Act as a key point of contact for internal and external stakeholders


• Prepare and follow up on meetings, presentations, and management‑related tasks


• Support the organization of company meetings, events, and internal activities

• Act as the first point of contact for day‑to‑day HR‑related employee questions


• Coordinate onboarding and off‑boarding processes


• Maintain employee records and HR documentation in line with German labor requirements


• Support recruitment coordination (job postings, interview scheduling, candidate communication)


• Prepare HR‑related documents such as contracts, amendments, and confirmations


• Manage absence tracking, vacation records, and general HR administration


• Ensure proper documentation and escalation of complex topics to management or external advisors

• Support day‑to‑day accounting administration (invoice processing, data entry, filing)


• Review and prepare expense reports


• Coordinate with external accountants, payroll providers, and tax advisors


• Support monthly closing preparation and basic financial reporting

Your Profile

• Completed commercial training or comparable qualification


• Relevant experience as an Executive Assistant, Office Manager, or similar role in a professional environment


• Hands‑on experience with HR administration; basic exposure to accounting or finance is a plus


• Strong organizational skills, attention to detail, and structured working style


• High level of discretion, reliability, and personal accountability


• Confident working with MS Office (Outlook, Word, Excel, PowerPoint)


• Excellent German and English skills (written and spoken)


• Comfortable working independently in an on‑site role


• Must be based in Germany, ideally Munich or surrounding area

What We Offer

• A long‑term role with a high level of trust, responsibility, and autonomy


• Direct and close collaboration with the Managing Director


• A varied position combining executive support with operational HR responsibility


• Clear priorities and lean structures in a growing organization


• Scope to grow with the company and take on additional responsibility over time


• On‑site role in Munich or the surrounding area


• 30 days of paid annual leave


• Flexible working time model (80–100%)


• A professional, respectful, and pragmatic working environment

Equal Opportunity Employer

As a dedicated equal opportunity employer, we embrace diversity, equality, and inclusion wholeheartedly.