Executive Assistant & Business Operations Manager (m/f/d)

Key Tasks & Scope of the Role

• Develop a thorough understanding of the CSO's business, priorities, and working style, becoming a trusted partner in coordinating his annual operating rhythm, including sales cycles, regional business reviews, and leadership meetings.
• Overlook the CSO's time, balancing competing demands and carefully assessing what requires his attention.
• Coordinate activities between sales/corporate functions, identify dependencies, and ensure progress as planned.
• Manage the CSO's complex calendar, travel, and logistics across time zones, confidently handling unexpected changes.
• Follow up on strategic priorities and business commitments, tracking progress, deadlines, and outstanding matters.
• Work closely with stakeholders to ensure the CSO is fully prepared for all meetings and customer engagements.
• Lead selected business and operational projects, from initial planning through implementation and completion.
• Prepare presentations and executive briefings, translating complex information into clear, well-structured content.
• Plan and orchestrate global sales meetings, leadership off-sites, workshops, conferences, and other key events, including agenda development, content coordination, stakeholder input, and logistics management.
• Contribute to process improvements and introduce practical applications of digital and AI-enabled tools as appropriate.
• Act as a key liaison and gateway to the CSO Office, building trusted relationships across cultures and organizational levels.
• Manage correspondence, expenses, invoices, and other administrative matters accurately and discreetly.

Education, Experience & Qualifications

• A commercial apprenticeship or a degree in business administration, combined with at least eight years of practice in executive support, business management, or a comparable role working closely with the C-suite. A background in industrial, engineering, or technology-driven organizations is considered a plus.
• Experience in a similar role (Referent/in der Geschäftsleitung) or as an EA whose role has evolved to business operations.
• Having lived and worked abroad is essential, bringing firsthand experience with different cultures, business practices, and communication styles. Experience in Asia would be particularly valuable.
• A solid understanding of how international businesses operate, how management decisions are made, and how to work effectively across functions.
• English will be the working language and is required at a native or C2 level. German proficiency at B2 or higher is essential; French would be an advantage.
• Excellent command of Microsoft 365, collaboration tools, digital technology, and practical AI application.

Personality, Key Behaviors & Working Style

Experience and expertise provide the foundation, but how you approach your work, build trusted relationships, and contribute to the wider organization are just as essential. You are someone who ...

• enjoys a fast-paced, international environment, embraces new ideas, and is highly proactive.
• takes ownership and follows through, ensuring that once something is agreed, it moves forward without reminders.
• brings energy and a positive attitude to work and contributes to a collaborative, forward-thinking environment.
• is curious about technology, AI, and smarter ways of working, and has the confidence to introduce new tools and approaches in ways that feel helpful rather than imposed.
• combines a strong service mindset with confidence and questions established approaches when a better way exists.
• creates structure without bureaucracy, bringing clarity to complexity while maintaining the expected pace and flexibility.
• remains resilient and composed when priorities shift, plans change, or unexpected challenges arise.
• understands the overall context while also paying close attention to detail and consistently producing high-quality work.
• exercises sound judgment, recognizing when to act alone, when to seek input, and when the CSO's involvement is necessary.
• handles sensitive informationwith a clear understanding of the trust and responsibility the role entails.

Wir bieten

Our client offers an international, entrepreneurial environment with flat hierarchies, direct communication, and a culture that values fresh ideas. You'll work closely with an experienced global executive and gain exposure to diverse markets and cultures. This is a permanent, full-time position with competitive compensation, attractive benefits, and a flexible hybrid work arrangement.

Success in this role means the CSO can rely on you to keep his office running smoothly, stay on top of the business, and handle matters without constant oversight. You prepare meetings well, turn decisions into action, and keep everything on track. Equally important, you become a valued colleague whom people enjoy working with.