Executive Assistant to the CEO (m/w/d)

grandega is a management and transformation consultancy with the vision of creating a world where every transformation project succeeds because people, organization, and technology work together. Our team counts around 50 highly motivated colleagues who make the difference with heart, mind, and passion.

We're growing — and with us, the demands on our management grow too. So that our two managing directors can focus on what truly matters, we're looking for an exceptional individual who doesn't wait to be asked, but thinks along, thinks ahead, and delivers.

You work directly with our management team. You keep their backs covered, keep an overview, and hold the reins. In doing so, you take on operational as well as substantive/strategic responsibility, and manage our administrative assistant (10 hrs/week).

This role isn't for people who wait for clear instructions. It's for people who solve problems before anyone else even notices them.

Executive & Calendar Management

• Actively manage the management team's calendar with a focus on priorities, client relevance, and travel times
• Independently coordinate client, partner, and C-level appointments
• Proactively resolve scheduling conflicts
• Plan ahead for preparation, focus, and buffer time
• Reliably follow up on ongoing scheduling coordination through to final confirmation
   

Meeting Preparation & Follow-up

• Coordinate briefings, agendas, presentations, and pre-reads
• Liaise with internal teams to prepare client-related content
• Structured follow-up with to-dos, responsibilities, and deadlines
• Support with presentations, overviews, and decision-making materials
   

Stakeholder & Communication Management

• Professional communication on behalf of management — both internally and externally
• Confidently coordinate with assistants, office teams, and contacts on the client and partner side
• Strong sense for tone, priority, confidentiality, and timing
• Diplomatically resolve complex coordination challenges, even amid short-notice changes
   

Client Office & Business Development

• Organizational support for client relationship management and business development activities
• Maintain relevant client, contact, and conversation information
• Track open conversation topics, follow-ups, and next steps
   

Inbox, Task & Follow-up Management

• Structure and prioritize incoming communication
• Prepare responses, forwards, and decision-making groundwork
• Build a reliable follow-up system so nothing falls through the cracks
   

Travel, Expenses & Administration

• Forward-thinking travel planning, including hotels, transfers, routes, and alternatives
• Prepare and track travel expense reports
• General administrative support and structured filing
• Handle sensitive business and personal information with discretion
• Support with select interfaces in the professional-personal context of management
   

Leadership

• Functional leadership of our administrative assistant (10 hrs/week)
• Task allocation, quality assurance, and ongoing development of clear routines

• At least 3–4 years of professional experience in a comparable role, ideally with a consulting background
• High level of independence: you solve problems instead of passing them back
• Quick comprehension and structured thinking, even in complex situations
• Strong discretion and loyalty — a given even in sensitive contexts
• Professional, confident demeanor, both internally and externally
• Highly careful, precise way of working: details make the difference for you
• Affinity for AI tools and confident handling of MS Office
• Flexibility and willingness to occasionally work outside standard hours when needed in a dynamic environment
• Fluent/negotiation-level German, good English

• Unique insights into the workings of a management team: you'll learn how a company is really run
• High degree of creative freedom and real responsibility from day one
• Flat hierarchies, short decision-making paths, and an open company culture
• Individual training and coaching budget, shaped around your own goals
• Company laptop, company phone, and travel expense coverage
• Subsidies for fitness and wellness offerings nationwide (Germany)
• Great team events and a team that sticks together

We look forward to receiving your application, either directly through this platform or by email to your.future@grandega.de.

Please include your desired start date and salary expectations.

We are open to all people, regardless of race, age, religion, gender, sexual orientation, gender identity/expression, national origin, or other characteristics. What matters most to us is passion, skills, and willingness to learn.