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About the Role
Jung von Matt HAVEL is looking for an Executive Assistant (d/f/m). We are looking for an organizational talent who keeps an overview even when things get busy, thinks ahead and enjoys working at the heart of an agency. Ideally, you already have experience in an agency environment and bring a background in project management, account management or a comparable coordinating role.
Responsibilities
- Support Managing Directors in all organizational and operational matters, ensuring smooth day-to-day business.
- Act as a central point of contact for Managing Directors, employees, clients, other Jung von Matt agencies, and external partners.
- Proactively coordinate appointments, priorities, and meetings, ensuring relevant information, documents, and follow-ups are in place.
- Prepare internal management meetings, including agendas, presentations, decision documents, and other relevant materials.
- Create and coordinate presentations, briefings, and documents for internal and external meetings.
- Take ownership of meeting minutes, follow-ups, and action points, ensuring deadlines and responsibilities are transparent.
- Organize business trips from planning and booking to travel expense accounting.
- Handle expense and credit card statements, internal invoices, and related administrative processes.
- Organize internal and external events, workshops, and meetings, including budgeting, coordination, execution, and billing.
- Manage incoming calls, emails, and correspondence, ensuring they reach the right people.
- Manage and maintain relevant tools, contracts, documentation, and archives.
- Support cross-functional projects and act as an interface between management, teams, and other stakeholders.
- Continuously identify opportunities to improve structures, processes, and workflows around the Managing Directors and the wider agency.
Requirements
- Professional experience in an agency environment – ideally within a creative, advertising, digital, or communications agency.
- Experience in project management, account management, executive assistance, or a comparable coordinating role.
- Ability to manage multiple topics, stakeholders, and deadlines simultaneously without losing sight of the bigger picture.
- Excellent organizational and project management skills.
- Structured, reliable, and proactive work approach.
- Strong communication skills and comfort interacting with diverse stakeholders.
- Ability to anticipate needs, take ownership, and make decisions within the area of responsibility.
- Experience preparing presentations, meetings, and decision-making documents.
- Proficiency with common office and presentation tools.
- Hands-on mindset and ability to find pragmatic solutions in a fast-paced agency environment.
- Discreet, trustworthy, and confident handling of sensitive or confidential information.
- Confident communication in both German and English.
Skills
- Organizational skills
- Project management
- Communication
- Microsoft Office Suite
- Presentation tools
- Interpersonal skills
- Problem-solving
- Time management
- Attention to detail
Location
- Berlin
Work Type
- Full-time
Experience Level
- Professional experience
About the Company
- We are an international, diverse, and likable group of 70 minds and brand enthusiasts.
- Our superpower is thinking strategy and creative as one, from differentiating brand platforms to outstanding campaigns.
- We work for disruptive start-ups and established brands with a challenger spirit.
- Since 2023, we are the creative lead agency for Opel/Vauxhall.
- We run a bar at Brunnenstr. 10 in Berlin called TROYA.
Equal Opportunity
- We are looking for talents who want to co-create. With perspectives that bring new ideas and question the status quo.
- Apply regardless of your gender, origin, ability, age, sexual orientation, or religion.
- We particularly encourage women, Black and non-white people, people with disabilities or chronic illnesses, neurodivergent and autistic people, queer people, older and younger individuals, Jewish, Muslim, Alevi, and people of other religions to apply.
- You are welcome here.
- Our spaces are not fully accessible. However, where there are challenges, we will find a solution together.