Executive Assistant & Business Operations Coordinator

Job offer

About the Role:
In our agile team, you are more than just an assistant. You are the operational backbone of our company. You will support the Managing Director not only in daily administrative tasks but also take an active role in financial administration (accounting & controlling) and project management. This is a perfect role for a structured "all-rounder" who enjoys having a 360-degree view of the business.

Key Responsibilities:

Executive Support: Manage calendars, high-level correspondence, and travel logistics with proactivity.

Financial Administration & Accounting:

Handle Accounts Payable/Receivable and prepare monthly bookkeeping data for our tax advisor.
Manage Expense Tracking and ensure all invoices and receipts are processed correctly.
Liaise with banks and handle basic payment transactions.

Controlling Support:

Assist in Budget Monitoring and tracking project costs against projections.
Prepare financial reports, cash flow updates, and "Work in Progress" (WIP) summaries for management.

Project Support:

Coordinate project timelines, track milestones, trainings, and ensure deliverables are met.
Act as a central point of contact for project teams and external partners.

Office Management: Ensure smooth office operations, from supplier management to document filing.

Your Profile:

Background: Solid experience in office management or as an EA, ideally within a small or medium-sized enterprise (SME).
Financial Literacy: Practical knowledge of Accounting / HR and a good understanding of Controlling/KPIs.

Organization: High level of autonomy and the ability to prioritize tasks in a fast-paced environment.
Tools: Advanced skills in Excel (essential for reporting) and familiarity with accounting software.
Languages: Excellent command of English or German.

What We Offer:

A diverse role with real impact on the company’s success.
Short decision-making paths and a high degree of responsibility.

For this role, we are looking for a true professional who combines a solution-oriented mindset with a high degree of self-reliance. You are someone who takes initiative rather than waiting for instructions. Your reliability and eye for detail ensure that even in a fast-paced environment, nothing falls through the cracks.