Executive & Personal Assistant to CEO (m/f/d)

Department

CEO

Role

Executive & Personal Assistant to CEO

Responsibilities

Executive Assistant (Real Estate / Project Development)

Management Support and Organization

• Proactive support of the CEO in day-to-day operations
• Prioritization, coordination, and follow-up of topics, projects, and deadlines
• Preparation of presentations and reports as required
• Central interface between the CEO, management, project teams, and external partners

Project Support

• Organization and support of due diligence processes
• Coordination of notaries, tax advisors, lawyers, and financing partners
• Structuring and management of project-related documents, contracts, and permits

Communication

• Independent correspondence with business partners, authorities, and service providers
• Preparation and follow-up of meetings, supervisory board sessions, and internal coordination
• Complex scheduling and travel management

Corporate Governance and Internal Processes of the CEO's Private Companies

• Management of corporate documents (e.g. commercial register entries, shareholder resolutions)
• Support in preparing notarizations, powers of attorney, and board documents
• Involvement in internal processes such as budget overviews, invoice approvals, and reporting

Personal Assistant (CEO's Private Sphere)

Private Administration and Organization

• Structuring and maintenance of private documents and filing systems
• Preparation and coordination of tax documents in liaison with the tax advisor
• Management of contracts, insurance policies, and private obligations

Real Estate and Asset Management

• Care and management of private real estate
• Coordination of property managers, estate agents, tradespeople, and other service providers
• Monitoring of deadlines, payments, and maintenance measures

Travel and Scheduling

• Planning, booking, and organization of private travel including logistics, accommodation, and itinerary
• Coordination of private and business appointments for optimal time management
• Booking of VIP services (airport, transfers, etc.)
• Preparation of travel plans and accompanying documents

Personal Support for the CEO and His Family (Domestic and International)

• Support with personal organizational and day-to-day matters
• Discreet and confidential handling of sensitive affairs
• Ensuring a smooth interface between professional and private commitments

Additional Responsibilities

• Additional support on special projects in coordination with management
• External representation of the company and active networking with relevant business partners and contacts
• Active contribution to internal team building
• Input and promotion of special topics such as new IT solutions, new technologies, and optimization of structures and processes

Other

• Additional support on special projects in coordination with management
• External representation of the company and active networking with relevant business partners and contacts
• Active contribution to internal team building
• Input and promotion of special topics such as new IT solutions, new technologies, and optimization of structures and processes

Your Profile

• More than 8 years of experience in direct executive-level support
• Comprehensive expertise in scheduling, travel, and calendar management as well as the organization of meetings and events
• Proven experience in coordinating cross-functional projects and strategic special topics
• Ability to produce professional presentations, reports, minutes, and decision papers for management
• Strong organizational skills, discretion, and the ability to prioritize in a dynamic environment

What We Offer

• A dynamic working environment in an innovative company
• Opportunities for professional development
• A varied role in a modern and flexible working environment with an exciting project pipeline
• Flat hierarchies and communication at eye level
• A team that thrives on diversity and innovation
• Employer contribution to the job ticket
• Employer contribution to Urban Sports Club membership
• Company pension scheme