Executive Assistant to the CEO & President (m/f/d)

ABOUT THE ROLE

As Executive Assistant to NUMA’s CEO and President, you will play a pivotal role in enabling two senior executives to operate at peak effectiveness.
You will act as a central coordination point — ensuring that priorities are aligned, information flows seamlessly, and key initiatives progress as planned.

This position requires strong organizational acumen, attention to detail, and a high degree of professionalism. You will work closely with both executives as part of a well-structured leadership support framework, collaborating with other team members across Operations, Finance, and Communications.

The role offers direct exposure to strategic decision-making at one of Europe’s leading hospitality technology companies, while maintaining a balanced and sustainable scope of responsibilities.

KEY RESPONSIBILITIES

Executive Coordination

• Manage complex calendars, coordinate meetings, and ensure optimal use of the executives’ time.
  
  
• Prepare agendas, pre-read materials, and briefing documents; record and track follow-up actions.
  
  
• Monitor upcoming priorities and provide daily overviews of key decisions or deadlines.
  
  
• Support alignment between the CEO, President, and leadership team by maintaining clear communication channels.
  
  

Communication & Documentation

• Manage correspondence, including emails, calls, and meeting requests, ensuring timely and accurate responses.
  
  
• Draft and format internal and external communications, presentations, and reports.
  
  
• Maintain confidentiality and handle sensitive information with discretion.
  
  

Operational & Logistical Support

• Organise travel arrangements, accommodations, and itineraries for business trips and events.
  
  
• Process and reconcile expense reports and invoices in line with company policies.
  
  
• Coordinate internal meetings, offsites, and engagements with stakeholders, clients, and partners.
  
  
• Provide occasional personal assistance support as required.
  
  

Efficiency & Process Improvement

• Identify and implement improvements in administrative processes and workflows.
  
  
• Introduce time-saving tools and practices to streamline daily operations.
  
  

QUALIFICATIONS & PROFILE

• Minimum 3–5 years of experience as an Executive Assistant, ideally supporting senior leadership in a fast-paced or international organization.
  
  
• Exceptional organizational and time-management skills with the ability to handle multiple priorities calmly and effectively.
  
  
• Strong written and verbal communication skills in English; German is a plus.
  
  
• High level of discretion, integrity, and professionalism.
  
  
• Confident in using modern productivity tools (Google Workspace, Slack, Notion, etc.).
  
  
• Collaborative, dependable, and proactive, with the ability to anticipate needs and act independently.
  
  
• Based in Berlin and available to work from the office at least three days per week.