Personal Assistant

Description

We are looking for a Personal Assistant to provide comprehensive administrative, organisational and coordination support to up to four members of the senior management team. The role involves managing complex and frequently changing calendars, coordinating internal and external stakeholders, and ensuring the smooth delivery of meetings, travel, events and wider business activities.

The ideal candidate will be bilingual in German and English at C1 level, thrive on coordination and organisation, and be a self-starter. This position requires previous experience in an Executive Assistant, Personal Assistant or senior administrative role, ideally within an international organisation.

You must be a confident communicator, capable of dealing with people at all levels while maintaining confidentiality and professionalism at all times. Reliability and adaptability are vital for this role, together with the ability to work independently and respond flexibly to changing deadlines and priorities.

Ultimately, you will contribute to the efficiency of our business by providing personalised and timely support to our senior managers. Working as part of a vibrant, fast-paced global Business Infrastructure & Operations team, this is an opportunity to work within an interesting and dynamic organisation.

Key Responsibilities

• Proactively managing complex and frequently changing diaries across multiple time zones, resolving scheduling conflicts, assessing priorities and ensuring senior leaders’ time is used effectively
• Communicating with clients, scheduling calls, workshops, and arranging meeting agendas
• Arranging business travel, including flights, transportation and accommodation for members of the senior management team
• Compiling and filing business and travel expenses
• Meeting preparation including meeting room bookings
• Support onsite execution in Berlin, including meeting logistics, visitor coordination, and day-of operational needs
• Partner with office operations to ensure smooth execution during key events
• Planning and coordinating leadership events, team off-sites, industry panel dinners, client networking events and other internal and external stakeholder engagements, including venue and supplier coordination, attendee management, catering, contracts and on-the-day logistics
• Drafting correspondence on behalf of senior managers and supporting the timely follow-up of actions, approvals and outstanding items
• Collation, preparation of presentations, correspondence and proposals using Word, Excel and PowerPoint, including minute taking
• Supporting internal processes, projects and other business activities as required
• Providing support to the Business Infrastructure & Operations team as required.

What we offer

Some of the benefits we include are:

• Employee Assistance Programme (EAP)
• Spendit Card
• BVG Job Ticket
• Bike Leasing
• Parental Support

At AER, we are committed to offering flexibility in the way we work. Most of our roles are hybrid with a mix of in-office/home working and potentially adjustable working hours. Let’s discuss what works for you and AER during the interview process.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.

To apply, please submit your Résumé / CV, a personal summary, your salary expectations and please inform us of your notice period.

Unfortunately, we are unable to accept applications via email, telephone, or social media platforms. To be considered for this position, please submit your application using the link provided. Applications submitted through any other channel will not be reviewed.

Personal Assistant

Department: Core - Business Infrastructure & Operations

Employment Type: Permanent - Full Time

Location: Berlin, Germany

Required attributes:

• Professional fluency in written and spoken German and English, both at C1 level
• Experience supporting senior executives in fast-paced, high-meeting-volume environments
• Excellent interpersonal skills with ability to build relationships at all levels
• A proactive self-starter with a positive, can-do attitude and the confidence to use initiative
• Strong judgement and discretion when handling confidential and sensitive information
• Strong ability to communicate clearly and professionally with both internal colleagues and clients
• Excellent MS skills particularly Outlook (diary management), MS PowerPoint, Excel & Word
• Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment
• Passionate about teamwork but able to work independently, too

Desirable attributes:

• Experience supporting a Managing Director or other senior leaders in a fast-paced, matrixed organisation
• Proven experience working for a fast-growing international consultancy or professional services business
• Proven work experience managing complex meeting schedules across multiple time zones
• Experience coordinating complex business travel, leadership events, off-sites or external engagements
• Experience identifying and implementing improvements to administrative processes or ways of working