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 supporting the CEO during growth at a design and tech company since 2005. Handling complex scheduling, stakeholder communication, and project management.
Responsibilities
- Own and manage the CEO’s complex, multi–time zone calendar across clients, internal leadership, and parent company stakeholders
- Coordinate all travel and logistics, including last-minute changes tied to client or business needs
- Act as the first line of triage for email, meeting requests, and communications—determining what requires CEO attention versus delegation
- Prepare teams ahead of meetings to ensure time is purposeful and decisions are actionable
- Attend meetings as needed, track action items, and follow through to completion
- Serve as an extension of the CEO by developing deep context around priorities, decision-making style, and communication preferences
- Drive CEO-led initiatives forward through light project management and coordination
- Research, synthesize, and prepare executive-level summaries on industry trends, competitive insights, or internal initiatives
- Coordinate Executive Team meetings and communications across Instrument and the broader network
- Support annual planning, budgeting, and strategic sessions in partnership with leadership
- Coordinate logistics for leadership offsites, town halls, executive gatherings, and client dinners
- Process and reconcile CEO expenses and support departmental budget tracking
- Model Instrument’s values while maintaining appropriate professional boundaries
Requirements
- 5+ years supporting C-suite executives in agencies or similar fast-paced environments ($50M+ revenue)
- Agency experience required - must understand the rhythm of pitches, client account management, and creative personalities
- Proven ability to say no - to senior stakeholders, parent company executives, and even well-meaning colleagues
- Self-directed excellence - able to anticipate needs and act without constant direction
- High emotional intelligence - can navigate complex personalities and organizational dynamics with ease
- Technology fluency - advanced proficiency in Google Workspace and comfort with project management and financial tools
- Exceptional communication: can write and communicate clearly in the CEO’s voice
Benefits
- Flexible, Hybrid Work Environment
- Great Compensation with Annual Reviews (Learn more about our Pay Philosophy)
- 401(k) Matching with Immediate Vesting
- Robust Medical, Vision, and Accident Insurance
- Generous Paid Holidays and unlimited PTO
- Sabbaticals
- Monthly Wellbeing Stipend
- Career Management and Leadership Training
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Location requirements
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