Executive Assistant & Operations (m/w/d)

Overview

VIAMA is dedicated to empowering executives and medium-sized enterprises by delivering clarity, structure, and decisiveness in areas such as NIS2, information security, compliance, and governance. We are not searching for a traditional assistant. Rather, we seek an individual who takes initiative, anticipates issues before they escalate, and creates momentum instead of merely managing tasks.

Role and Responsibilities

• Work closely alongside the managing director to transform ideas, discussions, and projects into tangible progress.
• Provide operational support to the managing director rather than managing their calendar.
• Identify pending issues proactively and take steps to resolve them.
• Prepare decision-making materials instead of simply coordinating meetings.
• Drive follow-ups, quotations, and communications independently and actively.
• Organize and structure sales, recruiting, and operations activities.
• Coordinate topics autonomously with clients, partners, and the internal team.
• Apply entrepreneurial thinking to identify where VIAMA can make the greatest impact.
• Take ownership of responsibilities actively without waiting for delegated tasks.

What This Role Is Not

• Managing calendars alone.
• Passive completion of assigned to-dos.
• Purely administrative support tasks.
• Waiting for instructions without initiative.

Candidate Profile and Qualifications

• Ownership mindset with a sense of urgency and speed.
• Strong organizational and structural skills.
• Excellent communication abilities.
• Ability to think proactively and independently.
• Enthusiasm for taking on responsibility and interest in entrepreneurship.
• Fluency in German, both spoken and written.
• Professional and structured communication style.
• Comfortable using digital tools effectively.
• Interest in sales, business operations, and organizational development.
• Previous experience in assistance, operations, project management, recruiting, sales operations, or customer communication is advantageous but not required.
• Willingness to learn how the company functions and where to make an impact, even without prior expertise in information security.

Working Environment and Benefits

• Availability for full-time or part-time engagement.
• Remote work with consistent coordination and collaboration with the team.
• Direct interaction and cooperation with the managing director.
• Significant responsibility and freedom to shape your work.
• Opportunities for rapid personal and professional development.

Additional Information

This position is not suitable for candidates seeking a narrowly defined task list with everything predetermined. We value candidates eager to take responsibility, contribute actively, and produce operational outcomes. If this resonates with you, we encourage you to apply.