Operations Manager & Executive Assistant

📋 Description

• • Serve as the primary Operations Manager and Executive Assistant to the company leadership, coordinating cross-functional workflows and ensuring seamless day-to-day operational execution across all departments.
• • Manage and optimize internal processes related to administrative functions, resource allocation, scheduling, and workflow prioritization to enhance organizational efficiency.
• • Act as the central point of contact between internal teams and external stakeholders, including vendors, service providers, and partners, maintaining clear and professional communication at all times.
• • Oversee the planning, coordination, and execution of company-wide meetings, retreats, travel arrangements, and event logistics, ensuring timely and cost-effective delivery.
• • Prepare, edit, and distribute executive-level documents including reports, presentations, agendas, minutes, and correspondence with precision and confidentiality.
• • Maintain and update operational documentation, policies, and procedure manuals to ensure consistency, compliance, and knowledge continuity across the organization.
• • Coordinate HR administrative tasks such as onboarding logistics, document collection, and internal communications in alignment with company protocols and German labor regulations.
• • Monitor and manage office and remote work infrastructure, including procurement of equipment, software licenses, and IT support coordination for all employees.
• • Track and report on operational KPIs related to efficiency, budget adherence, and task completion timelines, providing regular updates to leadership.
• • Collaborate with finance and accounting teams to process invoices, manage vendor contracts, and reconcile expenses within approved budgets.
• • Proactively identify operational bottlenecks and recommend process improvements, leveraging tools such as digital task managers, CRM systems, and collaborative platforms.
• • Ensure strict adherence to data privacy protocols, particularly regarding GDPR compliance in all administrative and communication activities.
• • Manage calendar systems for senior leadership with high accuracy, prioritizing meetings, deadlines, and time zones across international teams.
• • Support recruitment and talent acquisition efforts by coordinating interview schedules, candidate communications, and onboarding logistics for new hires.
• • Maintain accurate records of company assets, contracts, licenses, and insurance documentation, ensuring all records are current and audit-ready.
• • Serve as the first responder for urgent operational issues, escalating appropriately while maintaining calm and structured problem-solving under pressure.
• • Adapt quickly to shifting priorities and evolving business needs, demonstrating initiative without requiring constant supervision.
• • Represent the company professionally in all internal and external communications, embodying its values and culture in every interaction.