Executive Business Assistant to the Owner
Location: Düsseldorf, Germany [Langenfeld, North Rhine-Westphalia] (on-site)
About the Company
A group of companies operating in Germany, comprising more than seven business lines across trade, manufacturing, and e-commerce.
Purpose of the Role
Provide administrative and organizational support to the owner of the group: managing the schedule, tracking task execution, communicating with partners, consolidating management reporting, and supporting internal projects.
Scope of the role:
85% business tasks 15% personal assignments The position reports directly to the owner and has no direct reports.
Key Responsibilities
Planning and Business Processes Build and manage the business calendar. Organize and maintain the group’s regular management cycle (meetings, reporting periods, strategy sessions). Prepare meeting materials: agendas, analytical briefs, documentation. Meetings and Follow-up Attend meetings with business line heads. Take minutes recording decisions, owners, and deadlines. Track the execution of assignments and promptly inform the owner of any deviations. Organize business meetings, negotiations, and events. Management Reporting Collect and consolidate reporting across all business lines. Monitor submission deadlines and compliance with unified reporting standards. Prepare consolidated analytics and presentation materials for the owner. Develop and improve reporting formats. External Communications Liaise with banks, business partners, suppliers, consultants, lawyers, and auditors. Handle business correspondence and negotiations in German and English. Prepare, approve, and control document flow. Project Work Independently manage projects within the group. Coordinate project participants across different units. Report regularly on project progress. Personal Assignments Arrange business and private travel. Manage the personal calendar and coordinate service matters.
Requirements
Professional Experience At least 3 years as an assistant to an owner or top executive, business analyst, or project manager. Experience in a group of companies, or in trade, manufacturing, or e-commerce, is a plus. University degree in economics, management, finance, or law (preferred). Languages German: C1 English: B1 or higher Professional Skills Proficiency in MS Office 365; advanced Excel. Experience with task and project management tools (Notion, Asana, MS Planner, or similar). Hands-on experience using AI tools at work.
Nice to have:
Knowledge of financial reporting basics (BWA, P&L, cash flow). Experience with ERP systems (SAP, DATEV, JTL, or similar). Experience with data visualization tools (Power BI, Tableau). Core Competencies Strong organizational and administrative skills. Structured approach; ability to build processes amid high uncertainty. Resilience under pressure and the ability to handle a high workload. Attention to detail and initiative. Confidentiality and professional ethics. Effective communication with managers at all levels. Additional Requirements Work permit for Germany. Willingness to travel periodically. Driver’s license.
We Offer
Direct collaboration with the business owner. Involvement in managing a group of companies and opportunities for professional growth.
Job Type: Full-time
Pay: 35.000,00€ per year
Work Location: In person
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