Executive Assistant & Operations Support

About the role

We are a fast-growing performance marketing agency focused on e-commerce and health brands. Our day-to-day work is fast paced, highly project-driven, and shaped by many parallel client assignments, shoots, creatives, creators, influencers, and internal workflows.

We are looking for a highly organized, dependable, and proactive person who brings structure, takes ownership, and makes sure tasks are actually completed. In this role, you will work directly with the management team and support operations, back office work, and organizational tasks.

Core responsibilities

Back office and accounting

• Collecting, checking, and organizing invoices
• Maintaining records in DATEV and Lexoffice
• Coordinating with the tax advisor
• Following up on missing documents
• Keeping track of outstanding invoices
• Structuring files and document storage

Project management and operations

• Planning and organizing photo or video shoots
• Coordinating UGC creators and influencers

Executive support

• Managing calendars and appointments
• Planning travel
• Keeping email communication organized
• Sending reminders and tracking open action items
• Supporting the recruiting process

Team coordination and communication

• Communicating with external partners
• Handling some client communication
• Coordinating tasks across the team

What we are looking for

You should bring exceptional structure, a strong sense of responsibility, reliability, quick thinking, and solid communication skills. The role also requires the ability to keep multiple projects in view at the same time and to follow through until tasks are fully closed.

Ideally, you already have experience in back office, operations, or executive assistance. Experience with DATEV or Lexoffice, project management tools such as ClickUp, and Google Workspace is an advantage. Good English skills are also preferred.

What does not fit this role

• A disorganized way of working
• Slow execution
• Needing constant instructions
• Forgetting important tasks
• Lack of initiative
• A mindset of waiting to be given work

We are looking for someone who takes responsibility and thinks proactively.

Benefits

• Wellpass membership
• Deutschlandticket
• Direct collaboration with the management team
• High ownership and responsibility
• Modern AI-supported workflows
• A dynamic, growth-oriented environment
• Strong room to shape the role
• The opportunity to grow into a full-time position over time
• Interesting projects in marketing, content, and social media
• Flat hierarchies and fast decision-making

Additional information

This is not meant to be a traditional assistant position. The ideal person will bring structure, take ownership, and actively contribute ideas. If you are highly organized, like having things under control, and want to create real impact in a rapidly growing environment, this could be a great fit.

Working time

The title indicates a part-time schedule of 20 hours per week. The employment type is full-time in the source data, but the role description itself explicitly refers to Teilzeit (part-time, 20h).