Executive Assistant (m/w/d) - AOB Invest
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Job description
About the Position
Executive Assistant (m/w/d) - AOB Invest
Finance
München
Full Time
About the Company
AOB Invest GmbH is a single family office in Munich, investing across public and private markets. We are a lean, international and entrepreneurial team with high standards and short decision-making paths.
We continue to develop our internal platform, external network and operating processes. The Chief of Staff plays an important role in supporting that development across executive coordination, operations, legal matters and external representation.
Responsibilities
Executive Coordination
- Manage the Managing Director's schedule, priorities and meetings with a strong focus on preparation and follow-through.
- Coordinate travel, including flights, hotels, logistics and itineraries.
- Prepare concise briefings and decision-ready materials for meetings and external appointments.
- Maintain oversight of deadlines, renewals, commitments and open items across ongoing matters.
- Take ownership of follow-ups and selected matters on behalf of the Managing Director, escalating where appropriate.
Network, Events and Representation
- Represent the office professionally in interactions with funds, family offices, banks, startups, advisors and other external counterparties.
- Coordinate within the family office and investment ecosystem.
- Coordinate selected events and external formats from concept through execution.
- Support the office's external presence.
Legal and Contracts
- Draft and review agreements such as NDAs, employment, service and brokerage agreements; identify key commercial and legal terms, risks and coordinate deadlines.
- Coordinate with external lawyers and notaries where specialist input is required and translate advice into clear next steps.
- Maintain powers of attorney, signature processes and contract documentation.
- Track contractual deadlines, renewals and notice periods.
Operations, Vendors and Execution
- Identify and improve operational processes across the office.
- Maintain clear task tracking, approvals and recurring workflows, using technology and AI where helpful.
- Review and coordinate vendor relationships, commercial terms and renewals.
- Coordinate the implementation of new entities or structures once the strategic direction has been agreed with Finance and external advisors.
- Lead cross-functional projects from scope through completion.
Requirements
- At least seven years of experience in a demanding, entrepreneurial environment such as a family office, professional services, consulting or a comparable executive support role. Comfortable operating independently.
- Commercially minded and strong with people, with the credibility to represent a professional investment office externally.
- Think independently, take ownership and remain effective under pressure and ambiguity.
- Fluent in English and German in a professional environment.
- Highly discreet, hands-on, reliable and trustworthy with confidential information. Like to go the extra mile.
- Strong practical understanding of contracts and can review standard commercial agreements, identify key issues and coordinate external counsel. A legal qualification is an advantage.
- Highly organized, reliable and attentive to detail.
- Confident negotiator and comfortable coordinating events, vendors and external stakeholders.
- Proficient with Microsoft 365 and comfortable adopting new tools, including AI, to improve efficiency and communication.
- Work collaboratively across functions and communicate clearly with colleagues and external advisors.
- Available to work 100% onsite in Munich, five days per week.
Why This Role
This is a broad Executive Assistant role in a lean, entrepreneurial family office with direct exposure to decision-making and a high degree of ownership. You will work across executive coordination, operations, legal matters, external relationships and selected projects, with the opportunity to help shape processes as the office develops.
Reporting and Collaboration
You report directly to the Managing Director and work closely with the family office team. The role currently has no direct reports and is designed as a cross-functional position with broad reach across the office.
You also work closely with external lawyers, notaries, tax advisors, banks and service providers. Responsibilities are clearly allocated across the team, with the Executive Assistant coordinating matters that sit across functions and ensuring execution stays on track.
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