Executive Assistant to Senior Leadership

Company Summary:

We are glad to be retained by a well-established industry association headquartered in Stuttgart, representing and supporting a network of companies across Germany. The organization acts as a key partner to its member companies, providing services in areas such as labor relations, legal and regulatory guidance, industry representation, business support, recruitment initiatives, and stakeholder engagement. Working closely with senior executives, business leaders, and member organizations, the association plays an important role in fostering collaboration, addressing industry challenges, and supporting the long-term success of the sector.

Job Summary:

We are seeking an experienced and highly organized Executive Assistant to provide direct support to senior leadership (Directo / CEO) in a dynamic and fast-moving environment.

This role is primarily focused on executive and administrative support, ensuring the smooth day-to-day operation of leadership activities while coordinating a broad range of internal and external matters. The successful candidate will act as a trusted organizational partner, managing priorities, facilitating communication, coordinating recruitment activities, and helping leadership maintain operational efficiency.

The role focuses on proactively supporting senior leaders, solving administrative challenges, filling operational needs, and ensuring business continuity.

General Responsibilities:

• Provide comprehensive executive support to senior leadership and key stakeholders.
• Manage calendars, appointments, meetings, travel arrangements, and business schedules.
• Coordinate internal and external communications on behalf of leadership.
• Organize meetings, events, leadership sessions, and follow-up activities.
• Handle day-to-day administrative matters and operational requests.
• Serve as a key point of contact for external service providers and office-related activities.
• Support office administration, procurement, facilities coordination, and general organizational tasks.
• Maintain accurate records, databases, and documentation.
• Assist employees with general administrative and HR-related inquiries, including some recruitment activities
• Follow-ups with candidates and stakeholders
• Ensure timely handling of urgent matters and changing priorities.
• Support senior leaders in maintaining smooth business operations across multiple functions.

Requirements:

• Solid experience as an Executive Assistant, Senior Executive Assistant, Executive Coordinator, Chief of Staff Support, or a similar high-level support position.
• Proven ability to manage multiple priorities in a fast-paced business environment and ability to work under pressure.
• Experience coordinating complex schedules, communications, and stakeholder interactions.
• Exceptional organizational and planning abilities.
• Highly proactive with a strong sense of ownership.
• Fluent in German; English is a plus.