Executive Assistant

• Independently and proactively support the Vice President and General Manager, Customer Logistics Europe & Asia, as well as national and international teams, with the administrative and organizational management of day-to-day operations
• Support the VP with analytical, strategic, and conceptual tasks at an international level
• Drive strategically relevant logistics topics in day-to-day operations and projects
• Take on project management responsibilities
• Prepare documents and presentations on a variety of topics
• Organize and coordinate appointments, business travel, and events
• Act as an interface for internal and external contacts across different levels of the organization
• Develop internal communication strategies across locations
• Draft and edit internal and external correspondence in German and English

Executive Assistant, Communications Partner

• Supporting the executive team with all organizational and administrative matters
• Serving as a central point of contact while maintaining oversight of schedules, projects, and processes
• Preparing invoices, handling preliminary bookkeeping, and collaborating with the tax advisor
• Coordinating and following up on projects
• Preparing and documenting meetings
• Supporting onboarding, contract management, and general HR processes
• Managing calendars, organizing appointments, and arranging and coordinating business travel
• Preparing and following up on meetings, including creating agendas and minutes

• Partner with the Area Director Central Europe to manage priorities, coordinate strategic activities and support decision-making
• Manage complex calendars, leadership meetings, travel arrangements and key business engagements
• Build relationships with senior stakeholders across Central Europe and the wider BAT organization
• Handle confidential and sensitive information with professionalism, judgement and discretion
• Lead, coach and support a team of Executive Assistants
• Encourage collaboration, knowledge sharing and professional development
• Foster an inclusive, high-performing team culture
• Identify opportunities to simplify processes, enhance efficiency and improve stakeholder experience
• Drive continuous improvement initiatives
• Encourage adoption of digital tools and innovative ways of working
• Champion best-practice sharing and strengthen the Executive Assistant community across the area

Executive Assistant – Team Lead

• Supporting the executive management team with all organizational and administrative matters at management level
• Coordinating schedules and preparing meetings, board meetings, and committee sessions
• Preparing structured minutes, including tracking follow-up actions
• Planning national and international business trips and preparing travel expense reports
• Serving as a central point of contact for internal and external stakeholders
• Supporting strategic projects through research and analysis, as well as preparing presentations and reports
• Organizing internal events, workshops, and company functions
• Supporting internal communications and maintaining digital content, such as content on the company website
• Representing the executive management team as the first point of contact

Executive Assistant – COO

• Review daily sales activities in the CRM, identify irregularities, and report them to Sales Management
• Monitor outstanding invoices and incoming payments
• Send payment reminders and coordinate with Accounting when necessary
• Prepare and send quotes using templates
• Update quote statuses in the CRM and follow up consistently
• Identify upselling opportunities among existing customers
• Prepare upsell proposals and provide them to the sales team in a timely manner
• Create follow-up tasks for upsell opportunities
• Maintain leads and deals in the CRM and ensure accurate pipeline stages
• Schedule follow-up tasks and proactively follow up on no-shows and open leads
• Coordinate sales calls and manage the calendars of the executive team and Sales Management
• Send reminders for upcoming appointments
• Prepare daily and weekly sales reports and KPIs
• Handle data maintenance, templates, occasional research, and other administrative sales support tasks

Executive Assistant jobs in Germany

Executive Assistant, Communications Partner