München | Vollzeit

My client is a leading independent global infrastructure investment fund, specializing in energy, transportation and logistics, digital, environmental, and social infrastructure. The headquarters are in Miami with offices in London, New Delhi, Singapore, Sao Paulo, Sydney, Taipei, Abu Dhabi, and currently in the process of establishing an office in Munich, for which I am exclusively seeking a committed

Executive Assistant / Office Manager (m/f/d)

If you want to be part of a dynamic and growing team, this is the right time to join! You are a self-starter, take on responsibility with enthusiasm, take initiative, are perfectly organized, and possess an enthusiastic, outgoing personality. You ensure the smooth running of the office and handle all issues quickly and efficiently. You welcome clients and guests, create a positive community atmosphere, and with your excellent communication skills in German and English, you represent your Managing Director and the team both internally and externally.

Your Responsibilities

  • Proactively support the Managing Director and the investment team in daily business activities
  • Assist in setting up the new office and establishing workflows and processes
  • Independently manage the secretariat, ensuring efficient office organization and handling all typical and complex administrative tasks, while serving as the gatekeeper for emails and phone calls
  • Coordinate, plan, and prepare meetings, telephone and video conferences, as well as business trips on a national and international level, including travel expense accounting and visa procurement; track and control action items, follow-ups, deadlines, etc.
  • Serve as a communication interface for the team and external business partners
  • Prepare correspondence, project documents, and PowerPoint presentations
  • Maintain databases, conduct internet research, and manage filing systems (electronic/paper)
  • Act as the contact person and coordinator for all external service providers and suppliers
  • Independently order and manage all consumables and office supplies
  • Provide project-based support, e.g., negotiating favorable purchasing conditions, selecting and introducing new IT systems, onboarding new employees, office relocation, event organization, etc.
  • Regularly interact with colleagues from other global offices in English

Your Profile

  • Bachelor’s degree or successfully completed training as a foreign language/European secretary, management assistant, or commercial training, e.g., in the hospitality industry
  • 8+ years of professional experience in a comparable position in international and dynamic industries such as hospitality or consulting, VC/PE, investment banking
  • Native-level German, fluent English, and proficient spelling in both languages
  • Proficient with MS Office, Outlook, and the internet
  • Strong organizational skills, quick comprehension, proactivity, and ability to prioritize
  • Structured and meticulous work style with an affinity for independent decision-making
  • Team player, cooperative, high service orientation, and resilience
  • Confidence, friendly and positive demeanor, entrepreneurial thinking and acting

Your Perspective

  • A varied and challenging role in a highly professional environment with start-up-feeling with the opportunity to actively shape the future of the Munich office and develop professionally and personally
  • A dynamic team with flat hierarchies and direct interaction with senior management
  • A workplace equipped with state-of-the-art tools in a central location
  • Competitive compensation (65 – 85K) with annual salary review and discretionary bonus, one day of remote work per week, 30 days of vacation annually

Interested? Then I look forward to receiving your detailed application documents (CV in English) including your possible start date and salary expectations via email at vs@vsconsulting.de