Executive Assistant

Responsibilities

1. Calendar & meeting management

• Manage the complex agenda of the Managing Director, ensuring optimal planning and efficiency across time zones and stakeholders.

• Organize and coordinate leadership meetings, offsites, and events — from logistics to content preparation and follow-up.

• Maintain oversight of general correspondence (emails, calls, meeting requests), prioritizing urgency and business impact.

• Proactively follow up on action items, ensuring timely execution of decisions and commitments.

2 . Communication & stakeholder liaison

• Serve as the primary liaison between the Managing Director and internal/external stakeholders, ensuring timely and clear communication.

• Represent Miele X with professionalism and discretion at all times , anticipating and responding to organizational needs.
  

3. Project & administrative support

• Prepare, review, and coordinate high-quality documents, presentations, and reports, often under tight deadlines.

• Support confidential and strategic projects by providing administrative oversight, research, and documentation.
  

4. Travel & logistics

• Manage travel planning, including itineraries, bookings, and expense handling, ensuring a smooth experience for the Managing Director.
  

What success will look like in two years

• The Managing Director operate at peak efficiency with minimized operational friction.

• Internal and external stakeholders experience seamless communication and engagement with Miele X leadership.

• High -impact meetings, strategic projects, and leadership routines are proactively supported with clarity and precision.

• A culture of trust, accountability, and continuous improvement is embedded in all executive operations.
  

Key performance measures for position

Calendar and workflow efficiency for the Managing Director; Timely delivery and quality of executive-level documents and communications;

• Stakeholder satisfaction and responsiveness;

• Accuracy and completeness of meeting coordination and follow-up;

• Confidentiality and discretion in handling sensitive information
  

Competencies/Skills for position

• Minimum of 5 years of experience as an Executive or Management Assistant, preferably in an international or matrixed organization;

• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.

• Excellent verbal and written communication skills in English and/or German is a plus.

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), MS Teams, and SharePoint.

• Demonstrated ability to handle confidential information with discretion and professionalism. Strong interpersonal skills, with a proactive, solution-oriented, and collaborative mindset.

• High degree of independence and ownership, with a focus on continuous improvement and operational excellence.