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About the Role

We are seeking an entrepreneurial, high-ownership Executive Assistant & Business Operations Manager (m/f/d) to join our fast-growing e-commerce group. This position extends far beyond standard administrative support, with a significant portion focused on business operations, facility management, and independent project leadership. If you excel at taking complex, undefined challenges and independently driving them to completion without requiring close supervision, this role presents an outstanding growth opportunity.

Responsibilities

Proactively organize complex schedules, manage travel itineraries, assemble executive briefings/agendas, track post-meeting execution, and handle sensitive business affairs with total discretion.
Assist founders with operational errands, vehicle maintenance, contractor coordination, and personal travel.
Direct incoming/outgoing shipments, mail delivery, and facility vendor logistics.
Oversee onboarding packages, employee gifting, sample intake, product testing logistics, and internal feedback distribution.
Lead cross-departmental initiatives across HR, admin, and org development (e.g., structuring documentation in Notion, Confluence, or Asana).
Plan and execute company offsites/events, optimize workflows, and integrate modern AI tools for process efficiency.
Provide secondary support for talent acquisition (candidate screening, scheduling).
Provide secondary support for preliminary financial workflows (expense processing, receipt logging, tax advisor prep).

Requirements

3+ years of experience in executive assistance, business operations, project management, or founder support within a high-growth startup, scale-up, or agency setting.
Valid Class B driver's license and regular access to a private vehicle for local errands and operational tasks across Berlin/Schönefeld.
Fluent German (C2 level) for executive interaction and local logistics.
Strong professional English (C1 level).
High familiarity with Google Workspace, Notion, Confluence, or equivalent knowledge/workflow platforms.
Strong numerical reasoning.
Demonstrated ability to autonomously plan and complete complex operational projects with minimal supervision.
Prior history supporting founders or C-level leaders in fast-paced e-commerce or tech firms (preferred).
Exposure to talent acquisition procedures (preferred).
Exposure to preliminary bookkeeping/accounting (preferred).
Exposure to modern AI software and process automation tools (preferred).

Skills

Executive Assistance
Business Operations
Project Management
Founder Support
Schedule Organization
Travel Itinerary Management
Executive Briefing/Agenda Assembly
Discretion
Office Management
Facility Vendor Logistics
Onboarding Package Management
Employee Gifting
Sample Intake
Product Testing Logistics
Internal Feedback Distribution
Cross-departmental Initiative Leadership
HR Support
Admin Support
Org Development Support
Documentation Structuring (Notion, Confluence, Asana)
Event Planning
Workflow Optimization
AI Tool Integration
Talent Acquisition Support
Candidate Screening
Scheduling
Financial Workflow Support
Expense Processing
Receipt Logging
Tax Advisor Preparation
Google Workspace
Notion
Confluence
AI Software
Process Automation

Location

Schönefeld / Berlin

Work Type

Hybrid
Full-Time
Permanent

Experience Level

3+ years

Salary/Compensations

€50,000 – €80,000 gross annual salary

Benefits

Comprehensive Corporate Benefits
100% employer-funded company pension plan (bAV)
28 paid vacation days annually
Up to 30 Work-&-Travel days per year within the EU
Subsidized EGYM Wellpass membership (€25/month)
Deep employee product discounts across brand portfolios
Dedicated annual learning budget
Early access to enterprise AI tooling
Regular team retreats/offsites
Low-hierarchy decision making

About the Company

E-Commerce / Health, Beauty & Wellness Brands
Growing e-commerce group
Company culture relies on data-driven strategy, modern technology, and a hands-on operational approach.