Executive Personal Assistant (f/m/d)

We are a global leader in medical education and healthcare training, focused on innovation to advance medical and healthcare delivery through the quality, breadth, and global reach of relevant educational and simulation products.

With a worldwide presence and a growing family of brands, we thrive on fostering cultural diversity, upholding accountability, nurturing innovation, and fostering collaboration. Our professional and inclusive company culture empowers our devoted team members to embark on lasting careers and pursue continuous professional growth within the dynamic realm of 3B Scientific.

We are seeking for our Hamburg office (Headquarter of 3B Scientific Group) an:

Executive Personal Assistant (f/m/d)

In that position, you will support our Executive Vice President Sales & Marketing ensuring a smooth operation of his back office. You will be responsible for a variety of tasks that require exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion.

Duties & Responsibilities

• Complex scheduling: Manage the Vice President’s calendar (scheduling appointments, meetings, and travel arrangements) and maintaining the diaries of further C-Level Executives
• Prepare, edit, and organize documents, reports, and presentations
• Act as a liaison between the Vice President and internal/external stakeholders
• Handle communication, including emails and phone calls, with professionalism and confidentiality
• Travel Planning: Planning/Booking of international travels, often multi-stops across multiple time zones; prepare detailed travel itineraries and ensure all necessary travel documents are available, including visa applications
• Organize and coordinate internal and external meetings/events, including preparation of agendas and ensuring follow-up on actions/measures
• Assist in project management and follow up on any actions/measures (tracking deadlines, monitoring progress, and preparing status reports)
• Conduct research and compile information as needed for decision-making
• Maintain an organized filing system (digital and hard copy contract documents) and ensure all documents are up to date
• Participate in company events and activities as needed
• Support the Vice President with personal tasks as required (ad-hoc requests, special projects)

Job Requirements & Attributes

• Bachelor’s degree in business administration, management, or a related field
• Minimum 5 years of experience as an executive assistant or in a similar role, preferably supporting senior executives
• Exceptional organizational and time-management skills
• Ability to work independently and prioritize tasks effectively combined with a high degree of accuracy in a fast-paced environment
• Strong problem-solving skills and attention to detail
• Excellent interpersonal and communication skills (written and verbal)
• Fluent in German and English with a high intercultural competence
• Discretion and confidentiality are essential
• Proficient in Microsoft Office 365
• Proactive attitude and a willingness to take initiative
• Strong identification with our core values: accountability, boldness and collaboration.

Are you looking for a dynamic and innovative working environment where your ideas are valued, and your hard work is recognized? Look no further! At our company, we offer an integrative and collaborative culture with a flat hierarchy that fosters creativity and hands-on initiative. In addition to flexible working hours, we offer a competitive salary and benefits package as well as interesting opportunities for professional development and growth.

Submit your application today, including your earliest start date and salary expectations, to join our team at 3B Scientific. Let's work together to make a difference in medical education and healthcare training!