Executive Assistant (d/f/m)

About the Position

Jung von Matt HAVEL is looking for an Executive Assistant (d/f/m).

We are looking for an organizational talent who keeps an overview even when things get busy, thinks ahead and enjoys working at the heart of an agency. Ideally, you already have experience in an agency environment and bring a background in project management, account management or a comparable coordinating role.

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Responsibilities

• Support our Managing Directors in all organizational and operational matters and ensure that their day-to-day business runs smoothly.
• Act as a central point of contact for our Managing Directors, employees, clients, other Jung von Matt agencies and external partners.
• Proactively coordinate appointments, priorities and meetings and make sure that relevant information, documents and follow-ups are in place.
• Prepare internal management meetings, including agendas, presentations, decision documents and other relevant materials.
• Create and coordinate presentations, briefings and documents for internal and external meetings.
• Take ownership of meeting minutes, follow-ups and action points and ensure that deadlines and responsibilities are transparent.
• Organize business trips from planning and booking to travel expense accounting.
• Handle expense and credit card statements as well as internal invoices and related administrative processes.
• Organize internal and external events, workshops and meetings, including budgeting, coordination, execution and billing.
• Manage incoming calls, emails and correspondence and ensure they reach the right people.
• Manage and maintain relevant tools, contracts, documentation and archives.
• Support cross-functional projects and act as an interface between management, teams and other stakeholders.
• Continuously identify opportunities to improve structures, processes and workflows around the Managing Directors and the wider agency.

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Requirements

• Professional experience in an agency environment – ideally within a creative, advertising, digital or communications agency.
• Experience in project management, account management, executive assistance or a comparable coordinating role.
• Ability to manage several topics, stakeholders and deadlines simultaneously without losing sight of the bigger picture.
• Excellent organizational and project management skills and work in a structured, reliable and proactive way.
• Strong communicator and comfortable interacting with different stakeholders – from employees and clients to senior management.
• Anticipate what is needed, take ownership and are confident making decisions within your area of responsibility.
• Experience preparing presentations, meetings and decision-making documents and are confident working with common office and presentation tools.
• Hands-on mindset and enjoy finding pragmatic solutions in a fast-paced agency environment.
• Discreet, trustworthy and confident when handling sensitive or confidential information.
• Communicate confidently in both German and English.

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We Offer

• Join a dynamic and diverse team of 70 brand enthusiasts.
• Work for an agency that is the creative lead for Opel/Vauxhall.
• Opportunity to be part of differentiating brand platforms and outstanding campaigns.
• Work in an agency that loves to work for disruptive start-ups and established brands with a challenger spirit.
• Located in Berlin with a bar at Brunnenstr. 10 in Berlin. Pop in and have a “Burning Horse” with us at TROYA!

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About the Company

We are an international, diverse and likable bunch of 70 hungry minds and brand enthusiasts. Our superpower is thinking strategy and creative as one. From differentiating brand platforms to outstanding campaigns. We love to work for disruptive start-ups and established brands with a challenger spirit.

Since 2023 we are the creative lead agency for Opel/Vauxhall. Oh, and we run a bar at Brunnenstr. 10 in Berlin. Pop in and have a “Burning Horse” with us at TROYA!

We are committed to creating an inclusive environment and encourage applications from all qualified individuals regardless of gender, origin, ability, age, sexual orientation, or religion. We particularly encourage women, Black and non-white individuals, people with disabilities or chronic illnesses, neurodivergent and autistic individuals, queer individuals, older and younger individuals, Jewish, Muslim, Alevi, and individuals of other religions to apply. You are welcome here.

Our spaces are not fully accessible. But where there are issues, we work together to find a solution.