Executive Assistant (m/f/d)

If you enjoy a dynamic, international working environment and like to work in a highly motivated and friendly team, you are in the right place! You can expect an open corporate culture with flat hierarchies as well as interesting and challenging tasks. As part of your induction, you will be optimally prepared for your area of responsibility.

The Executive Assistant role is a pivotal role, responsible for managing the complex schedules, appointments, and correspondence of the President and the Chancellor. This position requires exceptional organizational skills, discretion, and the ability to prioritize and adapt in a fast-paced environment. The Executive Assistant will join the team President’s and Chancellor´s Office contributing to ensure seamless communication and coordination between the President, the Chancellor, and other stakeholders.

Become part of our Constructor Community and, at the earliest possible date, join our President’s and Chancellor’s Office team in the north of Bremen on a full-time basis as

Executive Assistant (m/f/d)

(Full-time; 38,5 hours/week, limited; 2 years)

Your responsibilities:

Schedule Management

• Maintain and manage the daily calendars of the President 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 main point of contact for inquiries and correspondence addressed to the President 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 President 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 President, Chancellor, and various stakeholders.

Special Projects

• Support the President 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.

Your qualifications:

• 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.

What you can expect at Constructor University:

We are an international, world-class private university embarking on an exciting journey of growth and expanding our portfolio. Join us and become a part of our global teams!

• We are an international, world-class private university embarking on an exciting journey of growth and expanding our portfolio. Join us and become a part of our global teams!

• The result counts: trust working hours for work-life balance

• Individual on-boarding, career- and development planning

• Company fitness program offers with EGYM Well Pass (formerly Qualitrain)

• In collaboration with Deutsche Dienstrad – Lease a company bike, whether it’s a bicycle, road bike, or e-bike, for both private and business use.

• 30 days of annual leave, plus additional days off for special occasions

• Green campus with extensive dining options and recreation areas, take the tour: Campus

• Constructor University has extensive programs on sustainability, environmental sustainability, equal opportunities and high ethical values

Constructor University unequivocally guarantees the academic freedom of every member of the faculty, as well as every other member of the Constructor University community. We encourage diversity in the University in ethnic, cultural, social, religious, political, and national backgrounds, as well as in individual lifestyle. Constructor University offers full equality of opportunity to all qualified applicants and is an equal opportunity employer.

Your application:

We look forward to your application. The review of applications will begin immediately and will continue until the position is filled.

If you have any questions, please contact job-application@constructor.university.

Please note that only applications submitted through the official application portal will be considered for recognition.

If you like working with happy, enthusiastic colleagues, you’ll enjoy your career with us!