Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to support our HUB European Management team. The ideal candidate will be a detail-oriented professional with excellent communication skills and the ability to manage multiple tasks efficiently. This role requires a high level of discretion, professionalism, and the ability to work independently.

Key Responsibilities:

• Provide high-level administrative support to the HUB European Management team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Act as a liaison between the team and internal/external stakeholders.
• Organize and coordinate events, meetings, and conferences.
• Conduct research and compile data for reports and presentations.
• Assist with special projects and initiatives as needed.
• Manage and prioritize incoming communications, including emails
• Maintain office supplies and ensure the team office is well-organized.
• Monitor and manage budgets, invoices, and expense reports.
• Develop and implement administrative systems to improve efficiency.

Required Skills:

• Strong verbal and written communication skills to interact effectively with team members and stakeholders.
• Ability to manage multiple tasks and projects simultaneously, ensuring deadlines are met.
• High level of accuracy in preparing and editing documents.
• Proactive approach to identifying and resolving issues.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, Teams and other relevant software includes AI (Copilot)
• Ability to build and maintain positive relationships with internal and external stakeholders.
• Ability to conduct research and compile data for reports and presentations.
• Experience in organizing and coordinating events, meetings, and conferences.
• Understanding of invoicing, and expense management.
• Fluent English is required, German optionally
• Broad experience in mastering discipline typically obtained through advanced education and work experience, ideally 8 years+