Management Assistance (f/m/d)

To support our Office Management team we are searching for a Management Assistant (f/m/d) to be based in our Munich office.

What You Will Do

• Executive Support (50%)
• Strategic Calendar Management: Manage an extremely active calendar of appointments; ensure the CEO's schedule aligns with strategic priorities and optimize time management.
• Gatekeeping & Representation: Serve as the primary point of contact for internal and external constituencies. Act as a "gatekeeper" and "gateway" to the Executive, ensuring direct access is properly managed.
• Meeting Preparation: Prepare agendas, briefing materials, and presentations for leadership meetings.
• Travel & Logistics: Arrange complex and detailed travel plans, itineraries, and agendas (domestic and international); compile documents for travel‑related meetings.
• Team Leadership & Operations (50%)
• Team Management: Recruit, onboard, train, and manage a small team of Administrative Assistants. Conduct regular 1:1s and performance reviews.
• Workload Distribution: Monitor the capacity of the admin team to ensure coverage during peak times, holidays, and illnesses. Re‑allocate resources as necessary.
• Mentorship: Foster a culture of excellence; provide professional development, coaching, and conflict resolution to the support staff.
• Special Projects: Handle confidential and sensitive projects independently, including budget planning, event coordination, and cross‑functional initiatives.

Who You Are

• Experience: 3+ years of experience supporting C‑Level Executives, preferred with first experience managing or mentoring other administrative staff.
• Education: Bachelor’s degree preferred.
• Language Skills: Native level proficiency in English (written and spoken), French language skills are a plus in collaborating with the executive management.
• Tech Stack: Expert proficiency in Microsoft Office 365 & Google Workspace, video conferencing tools (Zoom), and collaboration tools (Slack).
• Communication: Exceptional written and verbal communication skills in English.
• Strategic Mindset: Ability to look beyond the daily tasks and understand the "big picture" of the organization’s goals.
• Leadership: A natural ability to motivate and guide a team while remaining "hands‑on."
• Emotional Intelligence: High EQ with the ability to read the room, manage diverse personalities, and handle sensitive situations with grace.
• Discretion: Unquestionable integrity and ability to maintain strict confidentiality.
• Resilience: Ability to work under pressure in a fast‑paced environment and adapt to changing priorities rapidly.

What We Offer

• Up to 32 days of holiday, depending on the length of service, starting with 28 days
• Mobile office with up to 20% of your total contracted hours (job and position permitting)
• 10 days/year of mobile office abroad in EU‑countries (job and position permitting)
• Language & e‑learning courses
• Staff discount of up to 30%
• Company pension scheme
• Discounted membership for selected sports platforms & gyms
• Discounted travel cardAccess to LinkedIn Learning
• Individual support on mental health & well‑being (e.g. compatibility work and family life)
• Social Day
• Employee Share Purchase Plan

Seniority level: Mid‑Senior level

Employment type: Full‑time

Job function: Other

Industries: Retail Luxury Goods and Jewelry

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