Executive or Team Assistant

About the role

We are looking for a proactive Executive or Team Assistant to provide high‑level support to our Partners and Managing Directors across several European locations and beyond. You will act as a trusted liaison, ensuring smooth day‑to‑day operations while handling confidential information with the utmost discretion.

Key responsibilities

• Manage complex executive calendars across multiple time zones, resolving conflicts proactively.
• Screen and prioritize emails, calls, and draft routine correspondence.
• Coordinate international travel, including flights, accommodation, visas, and detailed itineraries, adapting plans on short notice.
• Process expense reports, time tracking, invoices, and procurement related to executive activities.
• Prepare reports, presentations, and meeting materials as required.
• Organise internal and external meetings and events, handling room bookings, catering, and guest registration.
• Maintain absolute discretion when handling highly confidential information.
• Track follow‑up actions and deadlines from meetings to ensure timely execution.
• Collaborate with Executive Assistants across offices, providing coverage during absences.
• Contribute to firm‑wide initiatives, special projects, and merchandising activities.

Required profile

• 3‑5+ years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Exceptional organisational and time‑management abilities with strong attention to detail.
• Excellent interpersonal and communication skills, comfortable interacting with senior stakeholders.
• Professional, calm, and solution‑oriented under pressure.
• Business‑fluent English; German is a plus.

Required skills

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with Zoom and rapid adoption of new business systems.
• Familiarity with travel, expense, and AI‑enabled productivity tools.