Management Assistant (m/f/d) - Focus on Finance, HR & Administration

Stellenbeschreibung:

Your tasks

As an executive assistant, you are the central operational interface between management, finance, HR, and administration. You support management, think ahead, identify areas for action early on, and ensure that administrative, personnel, and finance-related issues are handled in a structured, clear, and reliable manner.

You don't just work through tasks—you organize, manage, and prioritize.

Executive Support & Management

Close operational support for management in day-to-day business
Preparation, follow-up, and structuring of issues, decisions, and tasks
Independent coordination between finance, HR, office, and external partners
Proactive clarification of open issues—even when feedback is not forthcoming
Managing deadlines, topics, and priorities with an overview of dependencies

Finance-related administration & support

Checking, preparing, and tracking incoming invoices
Managing and billing credit cards, travel expenses, and other expenses
Support with monthly and annual topics (deadlines, support tasks, compilations)
Ensuring clean documentation for tax consulting and accounting
Contributing ideas on costs, budgets, and administrative optimizations

HR Administration & People Operations

Supporting HR with administrative processes (onboarding, offboarding, documentation)
Maintaining HR-related overviews, contact lists, and internal guidelines
Coordinating and managing employee benefits (job ticket, JobRad, gym membership, etc.)
Assisting with HR-related year-end topics
Supporting international employees with administrative and organizational issues

Office, Administration & Organization

Overall responsibility for smooth office and admin processes
Business trips: organization, booking, billing
Fleet, inventory, and access management
Management of external service providers (e.g., cleaning, equipment)
Organization of team and company events
Responsibility for occupational safety issues (first aid, fire protection, SIFA coordination)

Processes, structure & documentation

Establishment, maintenance, and further development of admin, HR, and finance-related processes
Creation and maintenance of:
- Policies (e.g., credit cards, gifts, photos/videos, access)
- Checklists & forms (onboarding/offboarding)
- Internal guidelines & year-end checklists
Quality assurance: Monitoring and enforcing defined processes
Development of small automation and control mechanisms
Structuring of storage systems (Confluence, Seafile)

Your profile

Professionally

Completed commercial training or degree (business administration, HR, finance, or similar)
Several years of experience in assistant, administrative, HR, or finance-related roles
Very good understanding of:
- HR administration
- Finance support
- Tax and social security law basics
Confident use of digital tools (MS 365, Confluence, structured filing systems)

Personal

Self-confident, assertive, and solution-oriented
You have no problem following up and addressing uncomfortable issues
You keep track of things – even when things get chaotic
All-rounder mentality with a clear understanding of ownership
You think ahead and see issues before they escalated
High reliability, discretion, and professional demeanor

We offer

A responsible key role with considerable creative freedom
Direct collaboration with management
An environment in which independent thinking, creativity, and proactivity are expressly encouraged
Short decision-making processes, pragmatic solutions
Permanent employment with a high degree of personal responsibility and long-term prospects
Individual development and creative opportunities in a growing deep tech company
Strong social benefits: pension plan and disability insurance with subsidies between €100 and €200 per month
Flexible working hours with one fixed home office day per week and additional mobile working by arrangement
Attractive benefits: free job ticket or JobRad bike, as well as free training in the building's gym
Modern workplace in Dresden
Further development towards senior assistant / operations / people & finance coordination