Executive Assistant in Bad Birnbach

Location: Maryland, USA or Bavaria, Germany
Employment Type: Hybrid with on-site presence as required
Department: Executive Management

About the Role

We are looking for a highly organized, proactive, and internationally minded Executive Assistant (m/f/x) to support our CEO and Executive Management Team at FotoFinder.

In this key position, you will ensure smooth day-to-day operations, coordinate international travel and executive meetings, and act as a trusted point of contact for internal and external stakeholders.
We are looking for someone who thinks ahead, anticipates needs, takes ownership, and enjoys working in a dynamic, international environment.

Your Responsibilities

• Provide professional administrative and organizational support to the CEO and Executive Management Team.
• Manage complex calendars, coordinate appointments, and proactively resolve scheduling conflicts.
• Organize international business travel, including flights, accommodation, transfers, itineraries, and travel arrangements.
• Plan, coordinate, and prepare executive meetings, management meetings, workshops, and international business visits.
• Prepare meeting agendas, presentations, briefing documents, and follow up on action items and deadlines.
• Act as a central point of contact between the Executive Management Team, international subsidiaries, business partners, and internal departments.
• Anticipate upcoming priorities, identify potential challenges, and proactively develop solutions.
• Coordinate confidential correspondence and handle sensitive information with the highest level of discretion.
• Support the organization of executive events and strategic projects.
• Ensure smooth communication and coordination across different countries, cultures, and time zones.

Your Profile

• Several years of professional experience as an Executive Assistant, Personal Assistant, or in a comparable role supporting senior executives.
• Fluent English, both written and spoken, are essential.
• International professional experience or a strong background working with international teams and stakeholders.
• Excellent organizational and time management skills, with the ability to manage multiple priorities.
• A proactive, forward-thinking mindset with the ability to anticipate needs and act independently.
• Strong communication skills, professionalism, and confidence when interacting with senior management and international business partners.
• High level of discretion, reliability, flexibility, and attention to detail.
• Strong proficiency in Microsoft Office, particularly Outlook, PowerPoint, Excel, and Teams.
• A hands-on, solution-oriented attitude and the ability to remain calm and structured in a fast-paced environment.

Location & Flexibility

This position offers flexibility and the possibility of hybrid working. However, on-site presence at our offices either in Maryland or in Bad Birnbach (depending on where you will be based) is essential whenever the CEO is on-site or important executive meetings take place.

What We Offer

• A trusted and responsible role working closely with the CEO and Executive Management Team.
• An international working environment with direct exposure to strategic business activities.
• A varied position with a high degree of independence and responsibility.
• The opportunity to contribute ideas, improve processes, and make a real impact.
• Flexible working arrangements combined with close collaboration at our headquarters.
• A supportive team and a dynamic, growing international company.

What Makes You Successful in This Role

You don't just manage calendars - you think two steps ahead.

You recognize what needs to be done before being asked, keep track of priorities, and ensure that executives can focus on their core responsibilities. You are comfortable working across cultures and time zones, enjoy bringing structure to complex situations, and take pride in making things run smoothly behind the scenes.

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