Executive Personal Assistant to CEO (EU Time Zone)

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: TYPE OF WORK

Any

: SALARY

1200

: HOURS PER WEEK

40

: DATE UPDATED

Jan 23, 2026

JOB OVERVIEW

About the Role

We are looking for a highly experienced, proactive, and extremely reliable Executive Personal Assistant to support the CEO and Managing Director of four companies.

This role goes far beyond standard administrative assistance. You will act as a trusted right hand, managing travel, calendar, communication, tasks, and coordination across multiple businesses.

The ideal candidate is structured, calm under pressure, highly organized, and available for urgent matters, with a strong sense of ownership and discretion.

You must be able to work primarily in the German / European time zone.

Key Responsibilities
Executive & Personal Support

Manage and coordinate the CEO’s calendar 7 days a week

Schedule, reschedule, and prioritize meetings across multiple time zones

Ensure smooth daily operations for the CEO

Be available for urgent changes and emergency situations

Travel Management

Plan, book, and manage all business and personal travel

Flights, hotels, transfers, and full itineraries

Use TravelPerk or other travel management software

React immediately to last-minute changes, cancellations, or disruptions

Optimize travel for time, cost, and efficiency

Communication Management

Manage private and business email communication

Respond on behalf of the CEO when required

Coordinate communication with suppliers, partners, and service providers

Maintain strict confidentiality at all times

Conduct regular (often daily) calls with the CEO to align priorities

Task, CRM & Project Coordination

Enter and manage meetings, conversations, and deals in Pipedrive

Create, organize, and track tasks and to-dos in ClickUp

Review ClickUp regularly to ensure tea ---------- mbers are on track

Follow up on deadlines, missing updates, and open tasks

Prepare reports, summaries, and upcoming schedules

Research & Operations

Research suppliers, tools, services, and business topics independently

Coordinate tasks with external vendors and internal teams

Quickly adapt to new systems, products, and processes

Support operational decision-making with structured information

Required Experience & Skills

Proven experience as a Senior Executive Assistant / Personal Assistant

Strong experience in travel management

Hands-on experience with TravelPerk or other travel management software
(e.g. Navan, SAP Concur, Amadeus, or similar)

Experience working with ClickUp, Pipedrive, or similar tools (or fast learner)

Excellent organizational and multitasking skills

Strong written and spoken English

Highly proactive, detail-oriented, and solution-focused

Ability to work independently with minimal supervision

High level of professionalism, discretion, and reliability

Stable internet connection and professional home office setup

Behavioral & Personality Requirements (DISC Profile)

Ability to share your DISC profile (or willingness to complete a DISC assessment)

Preferred traits:

High C (Conscientiousness): detail-oriented, precise, structured

Strong S (Steadiness): reliable, calm, consistent

Balanced D (Dominance): confident, able to take ownership when needed

Must be comfortable working closely with a CEO in a fast-paced, high-responsibility environment

Additional Mandatory Requirements

Valid passport

Willingness and ability to travel occasionally

Must be prepared to visit the German office and/or USA office when required

Comfortable supporting international business operations

Flexible availability for urgent matters outside standard working hours

Working Conditions

Work primarily in the German / European time zone

Long-term cooperation

High level of responsibility and trust

Daily or frequent communication with the CEO

How to Apply

Please include the following in your application:

Your experience as an Executive / Personal Assistant

Your experience with travel management software (TravelPerk or similar)

Confirmation that you can work in the EU time zone

Confirmation that you have a valid passport and are willing to travel

Tools and systems you have worked with (ClickUp, Pipedrive, CRM, etc.)

Your DISC profile (or confirmation that you are willing to complete one)

SKILL REQUIREMENT

Project Management Executive Assistance Travel Management

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Executive Personal Assistant to CEO (EU Time Zone)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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