Executive Assistant

Job Description

We are looking for an experienced and highly organised Executive Assistant to support two to three members of our Executive Committee. In this role, you will act as a trusted partner to the executives you support, helping them manage their time, priorities, travel, and day-to-day responsibilities effectively. You will anticipate needs, coordinate complex schedules, and ensure that meetings, travel, and administrative processes run smoothly. You will also be part of our Executive Assistant community, working closely with other EAs to share best practices, coordinate cross-functional activities, and provide reliable cover during absences.

To be successful in this role, you will be proactive, discreet, highly organised, and comfortable working independently in a fast-paced and international environment.

Responsibilities:

• Manage complex and frequently changing calendars for two to three executives, ensuring effective prioritisation and use of their time.
• Anticipate scheduling conflicts, identify solutions, and actively coordinate changes with relevant stakeholders.
• Arrange meetings, including room bookings, virtual meeting set-up, agendas, supporting materials, and other logistical requirements.
• Organise domestic and international travel, including transportation, accommodation, itineraries, and any necessary documentation.
• Prepare and process expense reports accurately and in line with company policies.
• Coordinate team meetings, leadership events, workshops, and occasional larger events.
• Support the preparation and follow-up of meetings, including tracking agreed actions where required.
• Manage sensitive information and correspondence with a high level of professionalism, discretion, and confidentiality.
• Act as a central point of contact for internal and external stakeholders interacting with the executives you support.
• Build effective relationships with other Executive Assistants, senior leaders, employees, and external partners.
• Work collaboratively within the Executive Assistant team to share best practices, support larger projects, and provide cover during absences.

Qualifications

• Several years of experience as an Executive Assistant, Personal Assistant, or in a comparable role supporting senior leaders, ideally within an international organisation.
• Demonstrated experience managing complex calendars, travel arrangements, and competing priorities for one or more senior executives.
• Excellent organisational and time management skills, with the ability to remain composed and effective when priorities change.
• A proactive and solution-oriented mindset, with the ability to anticipate needs and act independently.
• Strong attention to detail and a consistently high standard of execution.
• Excellent communication and stakeholder management skills across different functions and seniority levels.
• A high level of professional discretion, integrity, and confidentiality.
• Confident user of Microsoft 365, particularly Outlook, Teams, Word, PowerPoint, and Excel.
• Very good written and spoken English and German.
• Comfortable working regularly from our Munich office, reflecting the close and relationship-based nature of the role.

Additional Information

Headquartered in Munich, with offices across Madrid, Krakow, Wroclaw, London and Vienna, we collaborate because we genuinely love working together - so you’ll be at the heart of an incredible, multinational team. We trust each other to get the job done, which means you’ll benefit from hybrid working, spending 60% of your time in the office and 40% at home. There’s an option to work for 20 days abroad in approved countries too.

Add to that development opportunities that help you to shape your own career path, excellent training and support, wellbeing offers, subsidised transport or bike leasing, plus 20% discount across all our products, and you’ll begin to get a sense of what sets us apart. Find out more about the specific benefits at your local office in our blog posts.

A note on compensation: We believe in being transparent about salary ranges. The range shown reflects the full scope that the role can grow into over time, depending on experience, skills, and impact. Most offers are positioned around the midpoint of the range, ensuring a fair and consistent approach across our teams.

At zooplus, we believe in equal opportunity and support everyone to fulfil their potential. We recognise the power of listening and learning from each other and embrace diversity and inclusion of all.

#LI-Hybrid

Compensation: 51100 to 70300 (EUR) (YEARLY)