Business Assistant for co-founder of a vegan nutrition brand in Munich

Vetain is a German company based in Munich, founded in 2020 by two sports enthusiasts. Vetain produces vegan proteins, bars and supplements with a focus on quality, transparency and sustainable packaging.

Co-founder Philipp Riedl is looking for his first Business Assistant—someone who will help him move faster, take operational load off his shoulders and allow him to focus on the strategic development of the company.

Philipp is a systematic leader with a unique vision who knows how to sense people and create workflows. He needs not just a task executor, but a reliable partner with ownership who will take full responsibility for tasks, work independently and understand the business context.

Task distribution: 90% business, 10% personal.

What you will do

• Manage email and LinkedIn inboxes: prioritization, same-day replies, filtering requests
• Own calendar management: scheduling, declining irrelevant meetings, daily morning briefings

Operational & project support

• Take ownership of operational projects (finance systems, ERP, billing workflows) from idea to execution
• Coordinate with accountants, partners and internal stakeholders; prepare data for key meetings
• Research, compare and independently select tools and systems (pricing, features, scalability)
• Support automation and integrations; actively use AI tools in daily work

Documentation & structure

• Create and maintain SOPs, workflows and internal handbooks in Notion
• Document all new processes to ensure clarity and scalability

Communication & coordination

• Communicate with partners and service providers (Germany & international)
• Support negotiations, contracts, NDAs and coordination with external advisors

Travel & personal support

• Organize business and personal trips end-to-end
• Handle personal appointments and logistics (doctors, car service, scheduling)

We are looking for you if you:

• Have experience working as an Executive Assistant / Personal Assistant. You confidently manage calendars, organize meetings, take on travel management, prepare documents and coordinate internal and external stakeholders.
• Languages: German - C2, English - C1-C2 (international communication)
• Live in Munich and are ready to work in a hybrid format—regular office presence is necessary.
• Confidently work with digital tools: Slack, Google Workspace, Notion, Asana. Actively use various AI solutions in your work, ChatGPT, Perplexity.
• Take ownership: you are fully responsible for your tasks and bring them to completion without micromanagement.
• Work independently: minimum supervision, no need for constant instructions. You understand the context of tasks and make the right decisions within it.
• Are proactive and take initiative: you anticipate needs, propose solutions, not just execute tasks. You are ready to take the next step without constant supervision.

We offer:

• Employment contract
• Work format: hybrid—you don't have to be in the office every day, but regular office presence in Munich is necessary
• Schedule: 8:00–17:00 CET
• Vacation: 28-30 days per year
• Holidays: German public holidays, including regional holidays of Bavaria
• Bonuses: full technical equipment, gym membership, drinks and food in the office, access to the company's product
• Regular feedback: monthly meetings with Philipp to discuss progress and receive feedback (both positive and constructive)
• Growth opportunities: as the company grows, this role can evolve into a Chief of Staff / Operations-focused role with increased responsibility, impact and compensation.