Executive/Personal Assistant New Bremen, Germany

Founded in 2019 by tech and education entrepreneur Dr. Serg Bell, Constructor Group is a global institution dedicated to revolutionizing education and driving innovation in Machine Intelligence, Quantum Technology, Intelligent Materials, Hybrid Reality, and Life Engineering. Our ecosystem includes Constructor Knowledge, offering education tools and services worldwide; Constructor, a software company delivering advanced tech solutions; and Constructor Capital, providing early-stage funding for science, technology, and digital transformation projects. Backed by a diverse network of academic partners, business leaders, and Nobel laureates, Constructor Group is redefining education and technology for the future.

Overview

The Executive/Personal Assistant role is a pivotal role, responsible for managing the complex schedules, appointments, and correspondence of the Chairwoman of the Board of Governors and the Chancellor. This position requires exceptional organizational skills, discretion, and the ability to prioritize and adapt in a fast-paced environment. The Executive/Personal Assistant will act as a trusted liaison, ensuring seamless communication and coordination between the Chairwoman, the Chancellor, and other stakeholders.

Responsibilities

Schedule Management:

• Maintain and manage the daily calendars of the Chairwoman and the Chancellor, scheduling meetings, appointments, and events.
• Proactively identify scheduling conflicts and propose resolutions.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.

Meeting Coordination:

• Prepare and distribute agendas, materials, and presentations for meetings.
• Attend meetings as requested, taking detailed minutes and following up on action items.
• Coordinate with internal and external stakeholders to ensure seamless meeting logistics.

Communication:

• Serve as the first point of contact for inquiries and correspondence addressed to the Chairwoman and the Chancellor.
• Draft and edit professional emails, letters, and other communications.
• Maintain confidentiality and discretion in all communications.

Administrative Support:

• Maintain organized records and files, including documents related to board and university activities.
• Assist in the preparation of reports, presentations, and briefing materials.
• Ensure the Chairwoman and Chancellor are well-prepared for all engagements.

Stakeholder Engagement:

• Build and maintain strong relationships with board members, university leadership, faculty, and external partners.
• Facilitate communication and collaboration between the Chairwoman, Chancellor, and various stakeholders.

Special Projects:

• Support the Chairwoman and Chancellor with ad hoc projects and initiatives.
• Conduct research and gather information to support decision-making and strategic planning.

Travel:

• Travel as required in accordance with the duties and scope of the role.
• Additional activities may be assigned, as needed.

Qualifications

• Bachelor\’s degree and 2+ years of executive-level administrative support experience.
• Excellent organizational skills with proven ability to manage complex calendars and resolve scheduling conflicts.
• Strong written and verbal communication skills; able to draft professional correspondence and maintain confidentiality.
• Experienced in coordinating meetings, preparing materials, and managing follow-ups.
• Proficient in Microsoft Office and virtual collaboration tools (e.g., Outlook, Zoom, Teams).
• Professional, proactive, and able to build strong relationships with internal and external stakeholders.