Executive Assistant (m/f/d)


Position Purpose:
Works closely with the CEO and a limited number of executive management members to provide complex and specialized administrative support. Enables the CEO and other executive management members to work effectively and achieve their objectives.

  • Reporting Line: Chief Executive Officer
  • Department: Management
  • Travel Requirement: occasional travel only

Duties and Responsibilities

  • Assumes full ownership and manages CEO’s and other executive management members’ calendar; ensures timely start of meetings.
  • Follows through on open action items and ensures timely delivery/completion.
  • Conserves executive’s time by reading, routing and initiating appropriate actions or replying to correspondence.
  • Develops and maintains an effective filing system; retrieves documents as requested; develops and maintains contact and contract database.
  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for executive management when requested; prepares and submits expense reports as well as purchase requests.
  • Organizes programs, events or conferences by arranging facilities, caterers, coordination of speakers and information, issues invitations, and controls event budgets; comprehensively manages logistics for executive management meetings and similar events; greets and provides logistical support to visitors.
  • Handles highly confidential/sensitive materials and issues.
  • Screens incoming calls and correspondence; responds independently to calls and e-mails when appropriate.
  • Develops impactful and high-class presentations from rough sketches; takes and transcribes dictation, composes and prepares confidential and sensitive correspondence, reports and other complex documents.
  • Creates, maintains and updates database and spreadsheet files; prepares reports by collecting and analyzing information.
  • Leads projects and performs other duties as assigned.


  • Works with high degree of autonomy and sets priorities in close alignment with management
  • Communicates and collaborates well with others; interacts effectively with all level of the organization
  • Establishes and foster key relationships; interacts in a caring manner
  • Works well in a fast-paced environment; prioritizes and manages multiple, frequently changing issues
  • Follows through on issues in a timely manner
  • Works with a high attention to details
  • Maintains highest level of confidentiality
  • Possesses strong written and verbal communication skills

Qualifications and Experience


  • Relevant professional diploma
  • Minimum 5 years of experience as a Personal Assistant or Executive Secretary
  • Excellent skills in Microsoft Office (Excel, Power Point, Word and etc.); computer/IT affinity
  • Fluency in German; very strong English language skills


  • Project management experience
  • Experience in working with multiple bosses
  • Strong Dutch language skills
  • Experience with handling of legal matters

We offer

  • A high impact role with high degrees of responsibility and autonomy
  • A very strong team performance and a position in a very dynamic environment – Europes fastest growing Online Pharmacy
  • Flat hierarchies, open communication and a good portion of pragmatism
  • Long perspectives and great chances for personal and technical development



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