Executive Assistant

About the Company

FotoFinder & DermLite

For more than 30 years, FotoFinder has stood for excellence and innovation in skin visualization. As a pioneer in dermoscopy, Automated Total Body Mapping (ATBM) and AI-powered skin and hair evaluation, we set global standards in skin imaging. Since 2024, DermLite has also been part of the FotoFinder Group. Based in California, the company is a leading provider of handheld dermatoscopes.

Together, we are shaping the future of skin imaging and creating a comprehensive ecosystem that empowers clinicians with new discoveries and opportunities – enabling more precise diagnoses and the sustainable advancement of skin health.

About the Role

We are looking for a highly organized, proactive, and internationally minded Executive Assistant (m/f/d) to support our CEO and Executive Management Team at FotoFinder. In this key position, you will ensure smooth day-to-day operations, coordinate international travel and executive meetings, and act as a trusted point of contact for internal and external stakeholders. We are looking for someone who thinks ahead, anticipates needs, takes ownership, and enjoys working in a dynamic, international environment.

This person can be located either in Maryland, USA or Bavaria, Germany.

Location & Flexibility

This position offers flexibility and the possibility of hybrid working. However, on-site presence at our offices either in Maryland or in Bad Birnbach (depending on where you will be based) is essential whenever the CEO is on-site or important executive meetings take place.

Responsibilities

• Provide professional administrative and organizational support to the CEO and Executive Management Team.
• Manage complex calendars, coordinate appointments, and proactively resolve scheduling conflicts.
• Organize international business travel, including flights, accommodation, transfers, itineraries, and travel arrangements.
• Plan, coordinate, and prepare executive meetings, management meetings, workshops, and international business visits.
• Prepare meeting agendas, presentations, briefing documents, and follow up on action items and deadlines.
• Act as a central point of contact between the Executive Management Team, international subsidiaries, business partners, and internal departments.
• Anticipate upcoming priorities, identify potential challenges, and proactively develop solutions.
• Coordinate confidential correspondence and handle sensitive information with the highest level of discretion.
• Support the organization of executive events and strategic projects.
• Ensure smooth communication and coordination across different countries, cultures, and time zones.

Qualifications

• Several years of professional experience as an Executive Assistant, Personal Assistant, or in a comparable role supporting senior executives.
• Fluent English, both written and spoken, are essential.
• International professional experience or a strong background working with international teams and stakeholders.
• Excellent organizational and time management skills, with the ability to manage multiple priorities.
• A proactive, forward-thinking mindset with the ability to anticipate needs and act independently.
• Strong communication skills, professionalism, and confidence when interacting with senior management and international business partners.
• High level of discretion, reliability, flexibility, and attention to detail.
• Strong proficiency in Microsoft Office, particularly Outlook, PowerPoint, Excel, and Teams.
• A hands-on, solution-oriented attitude and the ability to remain calm and structured in a fast-paced environment.