Executive Assistant

ESMT Berlin is a leading global business school with its campus in the heart of Berlin. Founded by 25 global companies, ESMT offers master, MBA, and PhD programs, as well as executive education on its campus in Berlin, in locations around the world, online, and in online blended format. We strongly believe in cross-team collaboration to achieve our mission to develop entrepreneurial leaders who think globally and act responsibly.

Join our President's Office as a

Executive Assistant (gn)
(full-time, 40 hrs./week, starting as soon as possible)

and help shape the future by bringing your expertise and passion to ESMT.

About the role

We are looking for an Executive Assistant to the ESMT Management Board with a primary focus on supporting the CFO/COO. The role requires excellent administrative and operational support, in particular reliable calendar management, travel coordination, and day-to-day executive organization.

Beyond these core tasks, we are looking for someone with a genuine interest in the business and an intrinsic motivation to understand the topics at hand. The Executive Assistant will support selected briefing and content-related tasks and may take ownership of defined workstreams and priority topics in coordination with the CFO/COO and the President’s Office.

The objective is to ensure smooth daily operations for the CFO/COO and the President, strong preparation for meetings and decisions, and consistent follow-through on key topics.

Agenda & Daily Operations

• Own end-to-end agenda management for the CFO/COO and shared calendar management for the ESMT President by prioritizing, scheduling, preparing, and following up on a high volume of meetings to ensure smooth days and strong decision readiness for the ESMT Managing Directors.
• Manage incoming requests and communication flow by handling meeting requests, emails, and calls from internal and external stakeholders with timely, service-oriented communication and excellent follow-through, while maintaining relevant contact information and interaction history.
• Support meetings and executive operations through logistics coordination, room and tech setup, video conferencing, preparation and distribution of materials, documentation of actions, and consistent follow-up on next steps.

• Manage travel and logistics end-to-end, including domestic and international travel, handling last-minute changes calmly, and processing travel expenses and receipts reliably.

• Provide content and briefing support primarily for the CFO/COO, including drafting notes, meeting briefs, talking points, and background materials as needed to support priority topics and decision-making.
• Conduct targeted information preparation (e.g., stakeholder context, topic summaries, relevant background) to ensure the CFO/COO and President are well prepared and aligned for key meetings.

Ownership of dedicated workstreams

• Take (co-)responsibility for several priority topics and dedicated workstreams in the CFO/COO area and coordinate the project management related to the key initiatives across multiple departments.
• Drive reliable execution by creating structure (timelines, action logs, decision points, stakeholder coordination) and ensuring deliverables, follow-ups, and communications are managed to a high standard.

Broader President’s Office Support

• Contribute to additional organizational tasks across the President’s Office and related activities as capacity allows.

• Solid experience as an Executive Assistant (or comparable role), ideally supporting C-level or senior leaders.
• Highly proactive and ahead of the curve: you think in scenarios, flag risks early, and create structure that prevents last-minute stress.
• Service Orientation: you communicate friendly, clearly, and reliably, and you keep stakeholders aligned without losing sight of priorities.
• Excellent communication skills in both English and German, and confidence working with high-level internal/external stakeholders in both languages. 
• Exceptionally organized, detail-oriented, and able to manage multiple priorities and follow-up tasks with discretion and calmness.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), including the practical application of tools such as mail merge, document automation, templates, and structured data, is required.
• Given the CFO/COO focus, also the ability to create and review basic Excel documents as well as other data submissions for completeness, consistency, and overall quality is very important.
• Confidence working with CRM platforms (e.g., Salesforce) and digital collaboration tools, including video conferencing and virtual meeting systems; the ability to use these tools accurately and independently is essential.
• High ownership mindset: you enjoy taking responsibility for defined workstreams, producing high-quality outputs, and improving how things run.
• Handle sensitive information with confidentiality and good judgment and enjoy working in a dynamic environment.

Discover the perks and culture that make our workplace special.

Health and Well-Being

• Flexible remote work, including up to 15 days abroad per year
• Ergonomic office equipment and access to university sports across Berlin
• Subsidized meals at the campus restaurant

Financial Benefits

• Subsidized public transportation ticket and leasing options of bicycles/e-bikes
• Company pension scheme with Allianz

Personal Development

• Access to LinkedIn Learning
• On-campus German and English courses in small groups
• Participation in ESMT’s Executive Education and degree programs

What makes this more than just a job

ESMT offers a collegial and international work environment, with employees representing more than 55 nationalities. We encourage a self-driven mind-set and contributions that create meaningful and lasting impact. We are proud to be an equal opportunity employer, committed to fostering a fair and inclusive workplace where individuals of all identities and backgrounds are welcomed and valued. Fostering diversity, equity, and inclusion enriches our employees, students, and broader community.

You will work on our campus in Berlin-Mitte. Get here by public transport or bike and enjoy your lunches in our private restaurant and café or next to the beautiful Spree. Make use of our big garden and enjoy coffee and tea on the house with your team.Our vibrant community comes together through activities and events like Lucky Lunch, Wednesday Cookies, Orientation Days for new employees, Summer Party and Year End Event, our talented ESMT choir, and much more.

We look forward to receiving your application and learning more about you!

Please submit your application via our online application form, including the following documents:

• Motivation letter
• CV with relevant certificates and references
• Salary expectations and earliest possible start date

ESMT Berlin I Antje Mader I Human Resources Manager I Schlossplatz 1 I 10178 Berlin I Tel: 030 21231 0 I Jobs at ESMT Berlin