Executive Assistant & Operations (m/f/d)

• Provide proactive and reliable support to the Managing Director in his day-to-day business
• Manage complex calendars, meetings, business trips and international travel arrangements
• Prepare and follow up on meetings, appointments, presentations and relevant documentation
• Coordinate priorities, deadlines and action items and ensure effective follow-through
• Handle confidential information and correspondence with professionalism and discretion
• Take responsibility for the day-to-day organization of the Munich office
• Act as a central point of contact for the local team and ensure that everyday office matters run smoothly
• Manage office supplies, orders and general procurement
• Coordinate telephone, mail and other administrative office matters
• Coordinate external service providers, suppliers and partners
• Support administrative processes such as onboarding, payroll preparation and employee documentation
• Organize practical requirements for new employees and support them during their onboarding
• Take care of the small but important operational topics that come with running and building a new office
• Coordinate communication and workflows between the German organization, headquarters in China and international stakeholders
• Support the Managing Director with projects and operational topics related to the development of the German entity
• Help establish practical processes and structures as the organization grows
• Take ownership of special projects and ad-hoc topics, from straightforward administrative tasks to more complex coordination assignments

• Professional experience in Executive Assistance, Management Assistance, Office Management or a comparable hands-on coordination role
• You genuinely enjoy providing excellent executive support and are comfortable being the person who keeps both the Managing Director and the office organized
• German at native or near-native level and a strong understanding of German/European culture and business practices
• Very good Chinese language skills combined with a strong personal, academic or professional connection to China
• Strong English skills and confidence communicating in an international business environment
• Ideally, you have lived, studied or worked in different countries or cultural environments and feel comfortable navigating different cultures
• Commercial training, a university degree or a comparable qualification is welcome, but not essential
• We are also open to candidates from highly service-oriented international environments, such as hospitality, who have developed strong organizational and coordination skills
• Excellent organizational skills combined with a pragmatic, hands-on mentality
• Comfortable switching between C-level support, international coordination and everyday office administration
• You do not wait for perfectly defined responsibilities but see what needs to be done and take ownership
• Confident, approachable and service-oriented personality with strong communication skills
• Independent way of working, sound judgement and discretion
• Comfortable working in a small and growing international team, where responsibilities will naturally evolve over time

This is neither a traditional Executive Assistant position in a large corporate environment nor a pure Operations or Process Management role.

You will be a close and trusted support to the Managing Director while also helping to make the new Munich office work in practice. On one day, this might mean coordinating an international business trip or preparing an important management meeting; on another, it could mean organizing an onboarding, speaking to a service provider or making sure the office has everything the team needs.

The position therefore requires someone who is equally comfortable with high-level executive support and practical day-to-day administration.

At the same time, you will play an important role at the interface between China and Germany/Europe. We are therefore looking for someone who does not simply speak the languages, but who understands different cultures and feels genuinely comfortable working between them.

If you enjoy being the person who keeps things moving, connects people and gets things done, while helping to build an international organization from the ground up, this could be an exciting opportunity.

We, PLU Top Assistant, are specialized in recruiting and placing high-level executive support professionals. For this position, we have been exclusively entrusted with the search and selection of our client’s future Executive Assistant & Operations Manager. This is a permanent direct placement, and you will be employed directly by our client.