German-speaking Executive Assistant

Role Description

This is a remote position. Currently, we are looking for a German-speaking Executive Assistant to serve as the trusted right hand to the CEO of a growing business. This is a hands-on support role focused on taking ownership of recurring operational, administrative, and confidential tasks, allowing the founder to focus on sales, growth, and strategic priorities. The ideal candidate is highly organized, proactive, and exceptionally trustworthy, with the ability to handle sensitive information with complete discretion. This is not a strategy or team-management role. Instead, it is an execution-focused position where reliability, attention to detail, and confidentiality are critical.

• Managing confidential administrative tasks on behalf of the CEO
• Preparing and managing contracts using PandaDoc
• Supporting payroll preparation and freelancer payment administration
• Maintaining employee holiday and PTO records
• Preparing and organizing monthly invoicing processes
• Managing the CEO’s calendar, meetings, and scheduling priorities
• Handling personal and business correspondence on behalf of the CEO
• Proactively identifying and taking ownership of recurring operational tasks
• Maintaining and organizing internal documentation and workflows
• Keeping administrative systems updated within ClickUp and Google Workspace
• Coordinating with team members when necessary to ensure smooth day-to-day operations
• Supporting additional operational and administrative responsibilities as trust and responsibility grow over time

Qualifications

• 2–3+ years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or Operations Support professional
• Excellent German and English communication skills, both written and verbal
• Proven ability to handle confidential information with a high degree of discretion
• Strong organizational, planning, and time-management skills
• Exceptional attention to detail and accuracy
• Proactive and solution-oriented mindset
• Ability to work independently with minimal supervision
• Experience managing calendars, correspondence, contracts, and administrative processes
• Comfortable working with Google Workspace, ClickUp, and Slack
• Reliable availability and commitment to agreed working hours
• Strong sense of ownership and accountability
• Experience supporting founders, executives, or senior leadership is highly preferred

Requirements

• Experience with PandaDoc
• Familiarity with AI tools such as ChatGPT or Claude
• Previous experience in an e-commerce, agency, or startup environment
• Experience supporting payroll or invoicing processes
• Interest in growing into a broader operational support role over time