Providing administrative support and reception services in a tax consulting firm located in Mülheim an der Ruhr. Managing office organization and communication while ensuring client satisfaction.
About the role
- Executive Assistant responsible for managing calendars, travel, and communications for Digital FastForward, Inc. Supporting executive functions while enhancing organizational effectiveness and event coordination.
Responsibilities
- Manage complex calendars, prioritize competing demands, and coordinate meetings with precision
- Book and optimize executive travel (flights, hotels, itineraries) with attention to comfort, cost, and energy preservation
- Filter communication, flag what matters most, and ensure the executive is only focused on what moves the needle
- Handle special projects and operational support that help the business run better
- Prepare materials for meetings and follow-ups, including agendas, research, and recaps
- Think and operate like a second brain—anticipating needs and managing details before they surface
- Be available for in-person working sessions 2–4 times per month and in sync with Pacific Time hours
Requirements
- 5+ years supporting senior executives or founders
- Exceptional organizational skills with demonstrated ability to handle complex and dynamic priorities
- High Follow Thru (Kolbe 6-8) and strong situational awareness
- Proactive mindset with the ability to make decisions independently and prioritize without constant oversight
- Strong written and verbal communication skills—direct, clear, and professional
- Demonstrated ability to handle confidential information with discretion and emotional intelligence
- Comfortable using tools like Google Workspace, Slack, Notion, Asana, or similar platforms
- Located within reasonable driving distance of Newport/ Costa Mesa, CA with the ability to meet in person 2–4 times per month
- U.S. Citizenship or Green Card Required
Benefits
- Professional development opportunities
- Flexible work arrangements
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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