You are the organizational hub, keeping processes running and ensuring nothing falls through the cracks.
You work closely with executive management, with 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 records
Checking, pre-coding and recording receipts
Preparing accounting records for the tax advisor
Executing payments
Liaising with tax advisors, tax authorities, health insurers and trade associations
Supporting month-end and year-end closing processes (preparatory)
Pre-qualifying and responding to incoming messages across all channels
Monitoring and maintaining the calendar
Scheduling and prioritizing appointments
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 (Bilanzbuchhalter) or commercial/business apprenticeship with a strong finance focus, or a degree in a related field
Experience with preparatory bookkeeping
Confident handling of authorities, tax advisors, banks and other external parties
Extremely structured way of working
Reliable and discreet
High level of personal responsibility
Proactive, forward-thinking mindset
Solution-oriented work style
Excellent email and calendar management skills
Comfortable using 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