You are the organizational nerve center, keeping processes coordinated and ensuring nothing falls through the cracks
You work closely with executive management, have access to email, calendar, and communication channels, and take responsibility for day-to-day operations and projects
Handling incoming and outgoing mail
Ordering and managing office supplies and equipment
Maintaining inventory and stock lists
Communicating with suppliers and business partners
Managing personnel files
Reviewing, pre-coding, and recording receipts and invoices
Preparing accounting records for the tax advisor
Executing payments
Coordinating with the tax advisor, tax office, health insurers, and professional associations
Supporting month-end and year-end closing processes (preparatory tasks)
Pre-qualifying and responding to incoming messages across all channels
Monitoring and maintaining the calendar
Scheduling appointments and prioritizing
Task management and follow-ups
Structuring to-dos across multiple companies
Supporting company formations
Project coordination and status tracking
Acting as an interface between internal and external stakeholders

Completed training as a tax clerk, certified accountant, or a commercial apprenticeship with a strong finance focus, or a degree in a related field
Experience with preparatory bookkeeping
Confident interaction with authorities, tax advisors, banks, and other external parties
Extremely structured way of working
Reliable and discreet
High degree of personal responsibility
Proactive thinker (anticipates needs)
Solution-oriented working style
Excellent email and calendar organization skills
Confident with digital tools such as Asana
Open to new software and automations
Interest in e-commerce and digital business models is an advantage

Executive Assistant – Office & Finance Manager

Key skills