Hybrid Executive Assistant – Office & Finance Manager

at Melina Bucher

• Job title: Executive Assistant – Office & Finance Manager
• Job type: Part Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, Mannheim, Germany

About the role

• Executive Assistant managing office operations and finance responsibilities at MELINA BUCHER. Involves organizational duties, administrative tasks, and financial management in a hybrid role.

Responsibilities

• You are the organizational hub, keeping processes aligned and ensuring nothing falls through the cracks
• You work closely with senior management, have access to email, calendar and communication channels, and take responsibility for day-to-day operations and projects
• Handle incoming and outgoing mail
• Order and manage office supplies and equipment
• Maintain inventory and stock lists
• Communicate with suppliers and business partners
• Manage personnel files
• Review, pre-account and record receipts/invoices
• Prepare accounting documents for the tax advisor
• Execute payments
• Coordinate with the tax advisor, tax office, health insurers and professional associations
• Support month-end and year-end closing processes (preparatory)
• Pre-qualify and respond to incoming messages across all channels
• Monitor and maintain the calendar
• Schedule and prioritize appointments
• Task management and follow-ups
• Structure to-dos across multiple companies
• Support new company set-ups
• Project coordination and status tracking
• Act as an interface between internal and external stakeholders

Requirements

• Completed vocational training as a tax clerk, certified accountant (Bilanzbuchhalter), or commercial training with a strong finance focus, or a degree in a related field
• Experience in preparatory accounting
• Confident interaction with authorities, tax advisors, banks and other external parties
• Highly structured and organized way of working
• Reliable and discreet
• High level of personal responsibility and initiative
• Proactive thinker (anticipates needs and issues)
• Solution-oriented mindset
• Excellent email and calendar management skills
• Proficient with digital tools such as Asana
• Open to learning new software and automations
• Interest in e‑commerce and digital business models is a plus

Benefits

• Central key role with real impact
• Close collaboration with senior management
• Deep insight across multiple companies
• Significant responsibility and scope to shape processes
• Long-term perspective
• Flexible working hours
• Hybrid possible (70–80% on-site)
• Fair and performance-based compensation
• Unique start-up atmosphere
• Opportunity to develop and implement your own ideas