Executive Assistant (m/w/d)

Adaptavist - Business Services – Office of the CEO - Executive Support /
Full-Time /
Working at Adaptavist

The Adaptavist Group is a global family of companies with a common goal. We combine the best of teamwork, technology, and processes, helping all kinds of businesses be better today and tomorrow.

We are experts at delivering enterprise software, tailored solutions, and quality services across some of the world’s most trusted technology ecosystems, including Atlassian, AWS, Slack, GitLab, Monday.com and Aha!

We make change happen. From anywhere.

About the role

An Executive Assistant at The Adaptavist Group or any of its companies will play a key role in helping the business grow, pushing for the level of rapid growth that we currently achieve into the foreseeable future, and supporting the team with the challenges that come with that. We are seeking an experienced and highly organised Executive Assistant to provide comprehensive support to the Chief Revenue Officer (CRO) of The Adaptavist Group. The ideal candidate is fluent in both German and English, adaptable, and willing to travel across EMEA and North America to support the CRO's business activities.

This role will mainly cover general administration, operational duties, and supporting the Executive by freeing them of tasks in order to help them focus on managing their areas of the business from day to day.  The role will involve daily challenges that will require creative and collaborative solutions, working with various stakeholders internally and externally at all levels.

What you'll be doing

Administrative Support: Provide high-level administrative support to the CRO, including calendar management, email correspondence, preparing agenda’s, writing minutes, attending meetings, and document preparation.
Travel Coordination: Arrange complex international travel itineraries, accommodations, and logistics for the CRO's business trips across EMEA and North America.
Communication: Act as a liaison between the CRO and internal/external stakeholders, ensuring effective communication and follow-up on tasks and projects.
Meeting and Event Coordination: Schedule and coordinate meetings, conferences, and events, including logistics, agendas, and material preparation.
Document Management: Maintain and organise important documents, presentations, and reports, ensuring accessibility and confidentiality.
Expense Management: Handle expense reporting and reimbursement processes accurately and efficiently.
Language Support: Facilitate communication in both German and English, including translation and interpretation as needed.
Project Assistance: Support the CRO in various strategic projects, research, and data analysis.
Travel Readiness: Be prepared to regularly travel with the CRO as required for business meetings and events, providing on-site support across EMEA and NA.
Stakeholder Management: Build strong relationships with the current executive team to ensure harmonious working relationships and be visual to Adaptavist employees and external partners as the point of contact for Executives
Ensuring Accountability: Identifying the limits of acceptable risk, congruent with achieving desired results, in addition to maintaining a cost/effective balance of controls and risk-taking to ensure effective and efficient operation within budget

What we're looking for

- Comfortable use and good knowledge of Apple Mac 
- Business/office software tools (Word, Excel, PowerPoint), Google sheets/docs, Trello, Slack, Skype, 
- Excellent planning and organisational skills - you'll be detail-orientated and thrive on delivering good results
- Strong English and German communication skills - verbal and written
- Comfortable working with senior stakeholders at all levels, internally and externally - candidates will need to be able to build and develop strong relationships with a range of stakeholders
- A creative approach to problem-solving
- Ability to demonstrate discretion and confidentiality at all times
- Have a flexible and adaptive style of working, a positive attitude, be a team player and a good sense of humour
- Ability to work well under pressure and prioritise workload proactively
- Display a high degree of resilience in an environment which is constantly changing
- Comfortable working on the go while travelling 


At Adaptavist, we are committed to promoting a diverse and inclusive community, and believe this positively impacts both the creation of our innovative products and our delivery of bespoke solutions to our global customers and our own unique culture. We encourage all qualified applicants, regardless of age, disability, race, sexual orientation, religion or belief, sex, gender identity, pregnancy and maternity, marriage, and civil partnership status. From our family-friendly policies to our flexible work environment we offer a range of benefits and policies in order to support staff from all different backgrounds. If you have any questions, please do ask us. 

We look forward to your application!