Executive Team Assistant

Your mission We are seeking a highly organized and proactive Executive Team Assistant to take ownership of executive assistance, office administration and front-desk operations. This multifaceted role combines the responsibilities of Receptionist, Office Manager, Management Assistant, and Executive Support, ensuring our workplace runs smoothly and efficiently while providing high-level support to leadership. Key Responsibilities Administrative & Executive Support Support executives with scheduling, travel, meeting preparation, and follow-up tasks. Prepare reports, presentations, and correspondence with accuracy and discretion. Assist in coordinating cross-departmental initiatives and internal communications. Handle confidential information with professionalism and integrity. Travel Organization Coordinate domestic and international travel for team members and executives. Handle flight, accommodation, and transportation bookings while ensuring cost efficiency and convenience. Prepare detailed travel itineraries and manage last-minute changes when needed. Event Planning Plan, organize, and execute company and team events, meetings, and celebrations. Coordinate logistics such as venues, catering, schedules, and materials. Bring creativity and attention to detail to make internal and external events memorable and well-organized. Reception & Office Management Greet and assist visitors, clients, and vendors with professionalism and warmth. Manage incoming correspondence, phone calls, and emails, ensuring timely and accurate responses. Maintain an organized, welcoming, and efficient office environment. Oversee general office upkeep, including supplies, space organization, and vendor coordination. Catering & Facility Management Manage daily catering needs, coffee stations, and kitchen supplies to ensure a welcoming atmosphere. Coordinate with building and facility service providers for maintenance and repairs. Monitor and manage cleaning, security, and general facility operations to maintain a comfortable and safe workspace. Your profile Education: Bachelor degree preferred (Business Administration, Communications, or related field) or similar educational background Experience: Multiple years in office management, administrative support, or executive assistant roles. Languages: Fluent German and English (written & spoken), additional languages are beneficial (e.g. Finnish, Romanian, French, Spanish) Skills: Excellent communication and interpersonal skills. Strong organizational and multitasking abilities. Proficiency in Microsoft Office Proven ability to plan events and coordinate logistics. Professionalism, discretion, and attention to detail. Personal Attributes Proactive and solutions-driven. Approachable, friendly, and service-oriented. Flexible and able to adapt to changing priorities. Team player who takes initiative and ownership. Why us? Play a key role in creating a positive, efficient and fun workplace experience. Work closely with leadership and contribute to company culture and operations. Enjoy variety in your day — from travel planning to event coordination. Be part of a collaborative, supportive, and dynamic environment. Our Benefits We could tell you about the free breakfast, the drinks in the fridge, and the 30 vacation days. Or that flexible hours and remote work are part of the deal. But honestly? That’s just standard. Here’s what makes working with us in Frankfurt extra special: Work from (almost) anywhere – Take your job with you on a workation and get inspired by new places. Time for growth – A career framework to support your professional and personal growth with up to 6 extra days off per year for your development. Social Day – One paid day per year to give back: volunteer, support a cause, or attend an environmental event. Bike leasing – Stay fit and sustainable. We’ll handle the contract and insurance. Pick your perk – Choose the benefit that fits your life best: fitness membership, public transport pass, retirement plan, or a monthly bonus. Dog Friendly Office - Bring your furry coworker along. Just make sure they don't steal anyone’s lunch. Hybrid work is a natural part of how we operate, but we also believe in the power of coming together. That’s why we regularly connect in the office - whenever it makes sense. And that’s just the beginning. Ask us what else is waiting for you! Your contact person Send us your application, including your salary requirements and earliest possible starting date, directly through our online portal via the " Apply for this job " button. If you have any questions, please do not hesitate to contact Diane Djongoue. We ask for your understanding that MATRIX42 can only accept applications online via the applicant portal in connection with our applicant management system due to the currently valid EU data protection regulations. We are an equal opportunity employer. We welcome applications from all genders and do not discriminate on the basis of gender, gender identity, age, disability, ethnic origin, religion or belief, or sexual orientation.