Executive Assistant (f/m/d) 100%
$52,000–$60,000 year
On-siteBremen, City state Bremen, Germany
Job Summary
Manage the Managing Director's calendar across multiple time zones, including calls, meetings, conferences, and keynote engagements; prevent conflicts and ensure the Managing Director is fully prepared. Track calls, emails, commitments, deadlines, and follow-ups; discuss priorities with the Managing Director, provide timely reminders, and help drive tasks through completion. Draft and coordinate professional email correspondence and respond directly to internal and external stakeholders within agreed parameters. Capture notes from key meetings and convert them into clear memos, decisions, action items, and updates so the Managing Director's work creates value for the broader organization. Maintain an effective flow of information between the Managing Director and PHENOGY's teams, including keeping him informed of relevant internal and external developments. Serve as a trusted point of contact when the Managing Director is traveling or unavailable; resolve routine matters, route requests, and escalate issues appropriately. Coordinate communication with C-level executives, managing directors, government representatives, universities, colleagues across PHENOGY, and key internal partners. Support formal administrative processes involving public authorities and universities, including research-project applications, certifications, tenders, and related documentation and deadlines. Prepare and format presentations, executive briefings, meeting materials, customer and project documents, and maintain accurate records in relevant office and CRM systems.
Required Qualifications
- At least 3 years of experience in executive assistance, executive coordination, business development support, or a comparable role supporting senior leadership.
- Native-level or fully fluent German and good professional English, with the ability to prepare polished correspondence, meeting summaries, and executive memos.
- Demonstrated success managing complex calendars, competing priorities, international time zones, and high volumes of communication and follow-up.
- Working knowledge of the administrative and legal frameworks used by public authorities and universities, including research-project applications, certifications, and tenders—or directly comparable experience.
- Strong command of Microsoft Office, especially Outlook, Word, and PowerPoint; confidence learning and maintaining CRM and other internal systems.
- Excellent judgment, discretion, diplomacy, and situational awareness when communicating with senior business, government, academic, and external stakeholders.
- A proactive, structured, and service-oriented approach, with the ability to connect information, anticipate needs, and work effectively in a fast-moving international environment.
- Location: Bremen, Germany; 100% office-based
- Schedule: Regularly 8:00 a.m.-5:00 p.m., with a half-day Friday
- Global communication: International messages may arrive outside normal hours; routine responses are handled during working time unless otherwise agreed
Desired Qualifications
- Experience in battery technology, energy storage, BESS, clean energy, or another technical industry.
- Experience supporting public funding, research partnerships, certification processes, or institutional stakeholders.
- Experience in a startup, scale-up, or internationally distributed organization.
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