Executive Assistant – COO, CIO

Role Overview

• Proactively manage complex calendars, priorities, and workflows for the COO and CIO
• Anticipate needs, resolve conflicts, and ensure optimal time allocation aligned with business priorities
• Serve as a key interface between the executives and internal/external stakeholders
• Ensure clear, professional, and timely communication across all levels of the organization
• Plan, prepare, and coordinate high-level meetings (Board, C-Level, leadership forums)
• Prepare agendas, materials, and follow-ups to ensure effective decision-making and execution
• Support strategic initiatives, including research, analysis, and preparation of high-quality presentations
• Track key action items and ensure follow-through across teams
• Organize efficient international travel, including complex itineraries
• Oversee executive office operations to ensure a smooth and professional environment
• Handle sensitive information with the highest level of discretion
• Support adherence to governance, deadlines, and key business processes
• Identify and eliminate bottlenecks across the NPI and PDP processes.
• Establish proactive risk management and mitigation routines for launch readiness and production ramp-up.

Requirements

• 5+ years of experience as an Executive Assistant at senior leadership level
• Experience in a fast-paced, international environment (e.g., listed company, consulting, finance, or tech)
• Outstanding organizational and prioritization skills
• Strong communication skills in German and English (written and spoken)
• High attention to detail combined with a pragmatic, solution-oriented mindset
• Ability to manage multiple stakeholders and topics simultaneously
• Proactive, structured, and highly reliable
• Comfortable operating in a dynamic, fast-changing environment
• Strong sense of ownership and professionalism
• Advanced proficiency in Google Workspace and Microsoft Office (especially PowerPoint & Excel)

Benefits

• Mobility : Choose the option that suits you best
• a Deutschlandticket (public transport ticket) for unlimited mobility, a monthly contribution for an office parking space, a leasing bicycle, or a remote work subsidy.
• Enhanced Security : Benefit from subsidies for company pension plans, occupational pension schemes, and occupational disability insurance.
• Rest & Time Off: Enjoy 30 days of paid annual leave as well as three additional days off such as Rosenmontag, Christmas Eve, and New Year's Eve. After one year of employment, you can also use up to 10 "toniecation days" (unpaid leave days).
• Continuous Learning: Benefit from our internal and external training opportunities as well as an individual learning budget to continuously expand your knowledge.
• Language Learning & Relaxation: Improve your communication skills with the language learning app Babbel and find relaxation through our access to the meditation app Calm.
• Discounts: Benefit from attractive discounts on our entire range of tonies products.