Bilingual Executive Operations Assistant

Location of work:

Darmstadt, Germany

Customer:

EXOSTAFF GMBH

Job Type:

Full Time

Due date for application:

Q1 2025

Join Us in Shaping the Future of the Space Industry! At Exostaff GmbH, we don’t just work; we launch dreams. Specializing in connecting brilliant professionals with world-class opportunities in the space sector, we’ve built our reputation on decades of expertise in spacecraft operations and Big Data processing. Our commitment to excellence and innovation drives us to support cutting-edge space missions and set new industry benchmarks. We are now on the lookout for an enthusiastic and detail-oriented Bilingual Executive Operations Assistant to join our team. Whether you’re a recent graduate ready to start your journey or an experienced professional seeking a dynamic environment, this is your chance to be part of a company that’s reaching for the stars—literally. What We Offer: • Competitive salary and benefits package. • Opportunities for professional growth and development. • A supportive and collaborative work environment. • The chance to be part of a forward-thinking company. As an Executive Operations Assistant at Exostaff GmbH, you will play a key role in supporting the management team, ensuring smooth and efficient operations within the company. Additionally, you will work closely with the CEO, gaining a unique perspective on leadership responsibilities and daily decision-making processes. This exposure will allow you to develop a deep understanding of the industry and organization, setting the stage for future career progression in your chosen field.

Tasks and Responsibilities:

Administrative Support & Record Keeping:

Assist with daily administrative tasks such as answering phones, managing emails, and handling correspondence.

Schedule and coordinate meetings, appointments, and travel arrangements.

Maintain office supplies and inventory.

Prepare and update documents, reports, and presentations.

Manage and organise company files, both physical and digital.

Ensure all documents are properly archived and accessible.

Communication & Customer Service

Serve as a point of contact for internal and external communications.

Draft, proofread, and distribute communications such as emails, memos, and notices.

Coordinate and communicate with various departments and stakeholders.

Handle customer inquiries and provide support as needed.

Maintain positive relationships with clients and partners.

Assist in managing client accounts and follow-up activities.

Project Assistance:

Support the management team with project planning and execution.

Track project progress and provide regular updates to management.

Assist in preparing project documentation and reports.

Data Management:

Collect and input data into databases and ensure the accuracy of information.

Generate and analyse reports as required by the management team.

Assist in maintaining CRM systems.

Event Coordination:

Assist in planning and organising company events, workshops, and training sessions.

Coordinate logistics, including venue booking, catering, and equipment setup.

Learning and Development:

Participate in training programs and workshops to enhance skills and knowledge.

Stay updated with industry trends and best practices.

Show initiative in taking on new tasks and responsibilities.

Financial Assistance:

Assist in basic bookkeeping tasks such as invoicing, expense tracking, and budget monitoring.

Support the finance team with financial reporting and analysis.

Requirements:

Excellent organisational and multitasking skills.

Strong written and verbal communication skills in both English and German.

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Ability to work independently and as part of a team.

Attention to detail and a proactive approach to problem-solving.

Previous experience in a similar role is a plus but not required

What We Offer:

Competitive salary and benefits package.

Opportunities for professional growth and development.

A supportive and collaborative work environment.

The chance to be part of a forward-thinking company.

How to Apply:

How to Apply: Send your resume and a compelling cover letter to yara.mina@exostaff.de with the subject line “Bilingual Executive Operations Assistant Application.” Don’t miss the chance to join a company where your skills and passion will take flight. Apply now and help us shape the future of the space industry!