Job Summary
We are seeking a highly organized, proactive, and detail-oriented Executive or Team Assistant (m/f/d) to support our Partners and Managing Directors across multiple locations in Europe and beyond.
This is a dedicated executive support role where excellence in organization, discretion, and anticipating needs are essential. As part of our collaborative Assistant team, you will ensure seamless day-to-day operations by managing complex schedules, coordinating international travel, and providing exceptional administrative support in a fast-paced environment.
Key Responsibilities
- Manage complex executive calendars across multiple time zones, proactively identifying and resolving scheduling conflicts
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Screen and prioritize emails, calls, and other communications, and draft routine correspondence such as meeting confirmations and scheduling requests
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Coordinate international travel, including flights, accommodation, ground transportation, visas where applicable, and detailed itineraries, with the flexibility to adapt plans at short notice
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Process expense reports, quarterly time tracking, invoices, and procurement related to executive activities
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Prepare reports, presentations, and other meeting materials as required
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Coordinate internal and external meetings and events, including room bookings, catering, guest registration, and restaurant reservations
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Handle highly confidential information with the utmost discretion and professionalism
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Act as a trusted liaison between executives and internal and external stakeholders, including investors, portfolio companies, and advisors
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Track follow-up actions and key deadlines arising from meetings to ensure timely execution
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Collaborate closely with Executive Assistants across all offices, providing support and coverage during absences
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Contribute to firm-wide initiatives and special projects, including internal and external events and merchandising activities
Essential Attributes:
- 3-5+ years of experience as an Executive Assistant, Personal Assistant, or in a comparable executive support role
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Exceptional organizational skills with outstanding attention to detail
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Excellent time management skills and the ability to prioritize multiple competing demands
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Strong interpersonal and communication skills, with confidence interacting at all levels of seniority
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Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and the ability to quickly adopt new business systems, including travel, expense, and AI-enabled productivity tools
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Absolute discretion and professionalism when handling confidential information
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Calm, resourceful, and solution-oriented under pressure
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Highly proactive, anticipating executive needs before they arise
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Business-fluent English is essential; German would be an advantage
Preferred Attributes
- Experience in Private Equity, Venture Capital, consulting, finance or insurance sector
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Experience in premium guest services, luxury travel, or other high-service environments where anticipating client needs is critical.
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Strong digital aptitude and enthusiasm for leveraging new technologies to improve efficiency and productivity
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Bachelor's degree preferred
What we Offer
- A stable and highly valued role within a leading international investment firm
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Close collaboration with senior leadership across multiple international offices
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A welcoming and experienced Executive Assistant team, with a collaborative culture and strong mutual support
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A modern office in the heart of sunny Valencia
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Flexibility to work from home one day per week
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Weekly delivery of office snacks, fresh fruit, and beverages
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Unlimited freshly brewed coffee from our bean-to-cup coffee machine
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Company-paid Uber Eats when working in the office after 7:00 pm
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Company-paid Free Now ride home when working in the office after 9:00 pm
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Opportunities to contribute to firm-wide initiatives and grow within a collaborative, international environment
