Executive Assistant to President

at  Constructor Group

Job Title - Executive Assistant to President
Location - Bremen, Germany
Department - Administration
Line Manager - President, Constructor Knowledge

QUALIFICATIONS

The successful candidate will have:

• Successful commercial training or relevant studies
• Several years of professional experience in the field of office management (experience in top management activities are an advantage)
• Excellent German and English skills, both written and spoken
• Confident and effective handling of MS Office applications
• Structured and service-oriented way of working
• Experience in managing multiple priorities, administrative coordination, and logistics
• Multitasking ability
• Sovereign and communicative personality with organizational talent
• High resilience and flexibility, also in working hours

LANGUAGE SKILLS

• English (fluent)
• German is also highly desired

• Provide administrative and personal support to a high-level executive
• Coordinate Executive’s calendar, meeting schedule, events, travel, etc. with a constantly changing schedule
• Screen and prioritize incoming calls and emails, ensuring that urgent matters are dealt with promptly and that non-urgent matters are handled appropriately
• Draft and prepare correspondence, reports, and other documents as required
• Manage and maintain filing systems, both electronic and physical
• Coordinate and support the preparation of presentations and other materials for executive meetings and events
• Prepare and distribute meeting agendas, minutes, and other materials as required
• Manage the executive’s personal affairs, including scheduling appointments, managing household staff, and organizing personal events
• Maintain confidentiality of sensitive information and exercise discretion in handling all matters
• Build and maintain effective relationships with internal and external stakeholders, including other members of the executive team, board members, clients, and suppliers across multiple time zones, ensuring achieving quality control as a team and flawless execution
• Undertake ad hoc projects and assignments as required
• Collaborating with department leads to develop and track team-wide success
• Organize and prepare domestic and international flight itineraries including flights, hotels, transportation, and expenses while considering required travel visas, costs, and proper documentation
• Assist with on-site logistics for events including attendees, agenda planning, F&B, and other business- related meetings and event activities as needed
• Managing agendas and other arrangements for the guests of the President of Constructor Knowledge and the Chief Constructor, Founder and Chairman of the Board of Constructor Group in Bremen
• Lifestyle support for Executive’s family; doctor appointments, purchasing, arranging home care and preparation, etc.
• All other administrative and project duties as requested