Executive and Team Assistant

About the role

This role supports the CEO and CRO, acting as a trusted partner in daily operations and managing the Frankfurt office. You will handle strategic executive tasks while also overseeing the workplace environment. This position requires a strong on-site presence, serving as the central hub for the Frankfurt team and key stakeholders.

Key facts

What you'll do

• Serve as a primary support for the CEO and CRO, anticipating needs and managing daily tasks.
• Interact confidently with board members, the supervisory board, the majority shareholder (SBI Group), investors, and international C-level contacts.
• Act as a communication bridge between leadership, the management team, and external partners.
• Maintain strict confidentiality with strategic, financial, and personnel information.
• Organize, facilitate, and document critical meetings, including management board sessions and monthly senior leader calls.
• Prepare agendas, detailed minutes, and action logs for meetings.
• Track decisions and ensure timely completion of follow-up actions.
• Coordinate board and shareholder meetings with the Berlin CEO office.
• Independently manage complex calendars for the CEO and CRO, prioritizing strategic activities.
• Proactively optimize the leadership team's time.
• Arrange international travel, including flights, hotels, transfers, visas, and multi-stop itineraries.
• Create, format, and update executive presentations, briefing documents, and spreadsheets.
• Compile background information for board, client, and stakeholder meetings.
• Assist with internal and external communications from the CEO's office.
• Coordinate administrative processes such as internal approvals, signature workflows, expense reports, and travel authorizations.
• Manage confidential documents, filing systems, and document management for the executive area.
• Organize high-level events in Frankfurt, including executive offsites, board meetings, investor gatherings, and client events.
• Manage event logistics from venue selection and booking to catering and execution.
• Plan local workshops and team events in collaboration with People & Culture.
• Represent the Frankfurt office as the first point of contact for employees, guests, and executive visitors.
• Ensure the office maintains a professional appearance and a high-quality work environment.
• Liaise with the Berlin headquarters and departments like People, IT, Finance, and Communications.
• Act as the local contact for landlords, contractors, and external service providers.
• Administer access control, desk, and space planning.
• Oversee cleaning, catering, and logistics services, as well as daily office operations.
• Manage inventory and reorder office and kitchen supplies.
• Monitor and enforce health and safety standards in the Frankfurt office.
• Procure and distribute work equipment and IT assets in coordination with the IT department.

Requirements

• Completed commercial vocational training, a Bachelor's degree, or equivalent practical experience.
• At least 2 years of professional experience as an Executive Assistant, Office/Workplace Manager, or a similar hybrid support role in a corporate setting.
• Expert proficiency with Google Workspace and MS Office Suite.
• Fluent in written and spoken German and English.
• Demonstrated discretion and trustworthiness with sensitive company, financial, and personnel matters.
• High adaptability to changing priorities, tight deadlines, and a dynamic environment.
• Strong initiative and ability to anticipate needs of the board, team, and office.
• Excellent organizational skills, multitasking ability, and meticulous time and self-management.
• Collaborative work style and outstanding verbal and written communication skills.
• Familiarity with AI tools, critical evaluation of AI outputs, and a willingness to continuously develop AI competencies.

Nice to have

• Prior experience in a regulated environment (banking, financial services, fintech).

Skills & tools

• Google Workspace
• MS Office Suite
• AI tools

Practical notes

• Benefits include a home office budget, a €1,000 annual budget for professional development, a monthly meal allowance, and a Deutschlandticket subsidy.
• You will receive 28 vacation days, increasing by 2 days after 2 years and 3 days after 3 years.
• The option to work abroad for up to 12 weeks per year.