Executive Operations Assistant

About the Role

This role sits at the heart of a fast-growing, VC-backed AI company transforming Medical Affairs in the life sciences sector through LLM-powered platforms. You'll work directly alongside senior leadership to keep operations running smoothly, acting as a trusted organisational backbone across administrative, HR, financial, and communications functions.

What You'll Do

• Manage the executive team's calendars, scheduling, travel logistics, and meeting preparation.

• Handle preparatory bookkeeping tasks including receipt management, invoice processing, and coordination with external accountants.

• Support HR administration including employee programme management and onboarding support.

• Maintain and update website content on an ongoing basis.

• Coordinate online and offline company events from planning through execution.

• Manage communication and coordination with external partners and service providers.

• Assist with day-to-day administrative and organisational tasks across the business.

What We're Looking For

• 2+ years of experience in an executive assistant, office management, or administrative support role.

• Business-level fluency in both German and English (written and spoken).

• Proven experience managing executive calendars, travel coordination, and meeting logistics.

• Background in HR administrative tasks such as employee programme administration and onboarding.

• Completed commercial apprenticeship (kaufmännische Ausbildung) or a university degree.

• Hands-on experience with basic accounting tasks and working alongside external tax or accounting professionals.

• Comfortable with digital productivity tools including project management, communication, and collaboration platforms.

• Experience coordinating events in both online and in-person formats.

• Familiarity with vendor and partner relationship management.

• Experience in a startup or high-growth environment is a strong plus.

• Background in life sciences, healthcare, or pharma operations is advantageous.

• Exposure to German tax and compliance documentation is a bonus.

Location

Hybrid — Berlin, Germany. No visa sponsorship is available for this role.