Executive Assistant & Office Manager

We're currently looking for an experienced Executive Assistant & Office Manager to support our leadership team and oversee our Freiburg office operations. This dynamic role combines high-level executive support with office management responsibilities, serving as a key facilitator for both our leadership team and broader workplace community.

The Role:

• Provide comprehensive executive support to the founding team and leadership, including calendar management, travel arrangements, and meeting coordination
• Manage complex scheduling across multiple time zones and handle sensitive communications
• Plan and execute leadership offsites, team events, and company-wide meetings from conception to completion
• Lead all aspects of office management for the BFL HQ in Freiburg, including vendor relationships, facilities management, and office operations
• Create and maintain efficient systems for travel booking, expense reporting, and document management
• Coordinate cross-functional projects and serve as a liaison between leadership and various teams
• Handle confidential information and materials with discretion
• Support HR initiatives including onboarding coordination and culture-building activities
• Proactively identify opportunities to improve processes and systems

Ideal Experience:

• 3+ years of experience as an Executive Assistant, ideally supporting executives in a fast-paced environment
• Proven track record in office management and vendor relationship management
• Expert-level proficiency with calendar management and travel logistics
• Outstanding written and verbal communication skills in both English and German
• Exceptional organizational and prioritization capabilities
• Experience planning and executing high-level meetings and corporate events
• Strong problem-solving abilities with a proactive approach
• Demonstrated ability to handle confidential information with discretion
• Experience in building and maintaining professional relationships across all levels

Nice to have:

• Previous experience in a startup or high-growth environment
• Knowledge of HR processes and best practices
• Experience with international travel coordination
• Proficiency with project management and productivity tools
• Background in event planning or hospitality
• Understanding of basic accounting and budgeting principles

The ideal candidate will be a highly organized professional who can seamlessly balance high-level executive support with operational management, while maintaining discretion and promoting a positive workplace culture. This role requires someone who can anticipate needs, think strategically, and adapt quickly in a dynamic environment.