Executive Assistant

20–40 hours per week | Leoben, Vienna, hybrid or remote

Your Role

HOT Engineering GmbH is looking for a highly capable and proactive Executive Assistant to work directly with our management team and act as a central interface between management, internal teams, international clients, partners and external stakeholders.

This is not a traditional administrative assistant position. We are looking for someone who is able to understand complex topics quickly, structure information, coordinate across different stakeholders and independently drive tasks forward.

Depending on your experience and background, the role can range from high-level executive support to taking ownership of selected management projects, business development initiatives and strategic topics.

Your Responsibilities

As Executive Assistant, you are a trusted partner to our management team and a central point of contact - internally and towards our international clients and partners.

• You support the management team in its day-to-day business as well as in strategic, commercial and operational matters.
• You play a key role in our proposal and tendering process: preparing and compiling documents, keeping track of deadlines and submission requirements, and ensuring that every submission is complete, consistent and on time.
• You gather, structure and verify information from internal and external sources, so that management can make decisions on a sound basis.
• You communicate confidently and professionally with clients, partners and external stakeholders worldwide - in writing, by phone and in person.
• You support our technical teams in preparing documents, reports and presentations, with an eye for language, layout, consistency and completeness.
• You work proactively rather than from a given to-do list: you recognise what needs to be done, anticipate deadlines and follow up on open points on your own initiative.

Your Profile

We are looking for someone who combines excellent organisational skills with strong analytical thinking, sound judgement and a high degree of personal initiative.

You should bring:

• Excellent written and spoken English; German is a strong advantage.
• Several years of experience supporting management at C-level, ideally in a project-driven, consulting or technical environment.
• International experience and the confidence to move on an international stage.
• Strong analytical thinking and a highly structured, well-organised way of working.
• You work independently and reliably, and you see tasks through to the end.
• Absolute discretion in handling confidential information, and the professional maturity to keep personal opinion separate from the task at hand.
• You represent the company professionally at every level.

What We Offer

• A role with direct exposure to management and key business decisions
• The opportunity to work on strategic and internationally relevant topics rather than purely administrative tasks
• A high degree of autonomy and responsibility
• The opportunity to take ownership of your own projects and develop the role over time
• An international working environment with clients and projects across Europe, the Middle East, Africa and beyond
• Exposure to a broad range of energy-related topics, including oil & gas, underground gas storage, geothermal energy, hydrogen and CCS
• Flexible working hours between 20 and 40 hours per week
• Flexible working arrangements: Leoben office, Vienna, hybrid or remote
• Short decision-making processes and close cooperation with senior management

About HOT Engineering GmbH

HOT Engineering GmbH is an internationally active energy consultancy providing highly specialised technical and advisory services to clients across the global energy industry. For decades, we have supported international energy companies, operators and institutions in complex projects across conventional and new energy sectors. Our work combines deep technical expertise with commercial understanding and international project experience.

Interested?

If you enjoy working close to management, are comfortable dealing with complex and international topics and want a role in which you can actively contribute rather than simply support from the sidelines, we would be pleased to hear from you.

Please send us your CV together with a short introduction outlining your background, motivation and preferred location and number of weekly working hours.

For legal reasons, we would like to point out that the minimum gross monthly salary for this position according to the applicable Austrian collective agreement is EUR 2,889.59 (full-time basis). The actual remuneration will reflect qualifications and professional experience, with overpayment depending on the individual profile.

Please send your application documents to:

application@hoteng.com

Attn.: Ms Laura Kratzer