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Executive Assistant (m/w/x)

Remote:

Full Remote

Contract:

Full time

Experience:

Senior (5-10 years)

Work from:

Portugal

Offer summary

Qualifications:

Minimum 5 years as Executive Assistant, Fluency in English required, Proficiency in German preferred, Comfortable with new technology, Strong organizational skills.

Key responsabilities:

Manage VP's calendar and schedule
Organize trips, meetings and absences
Handle inbound communication and updates
Assist in performance review processes
Coordinate team events and automate tasks

AUTODOC Information Technology & Services Large https://autodoc.group/

5001 - 10000 Employees

See more AUTODOC offers

Job description

Company Description

AUTODOC is the largest and fastest growing auto parts ecommerce platform in Europe.
Present across 27 countries with around 5,000 employees, AUTODOC generated revenue of over €1.3 billion in 2023, supplying more than 7.4 million active customers with its 5.8 million vehicle parts and accessories for car, truck, and motorcycle brands.

Curious minds, adventurous experts and tech-savvy professionals - one team, one billion euros revenue. Catch the ride!

Job Description

As the Executive Assistant (m/w/x) to the VP Supply Chain, you will play a crucial role in ensuring the smooth functioning of the VP's daily activities. You will manage a wide range of administrative and executive support tasks, requiring excellent organizational skills, discretion, and attention to detail. The ideal candidate is a self-starter, able to anticipate needs, and thrive in a fast-paced, international environment.

Tasks & Responsibilities:

Calendar Management: Oversee the manager’s calendar by preparing daily, weekly, and monthly schedules, optimizing time for deep work by reducing distractions and analyzing time spent.
Trip & Meeting Coordination: Organize (business) trips, meetings with partners, and manage absences such as vacations and sick leaves. Additionally, handle the travel reimbursement process.
Communication Handling: Structure all inbound communication and draft updates or responses for teams and colleagues, including preparing notes and news for upcoming meetings.
Performance Review Support: Collect and organize initial feedback for quarterly and annual performance reviews with direct reports.
Team Event Coordination: Assist in organizing team events and gatherings to ensure smooth operations.
Task Automation: Continuously look for ways to automate routine tasks and processes to improve efficiency in daily operations.

Requirements:

Experience: A minimum of 5 years of experience as an Executive Assistant or in a similar role within a fast-paced, international environment—an e-commerce background is a plus
Language Skills: Fluency in English is required. Proficiency in German, and knowledge of Russian is an added advantage.
Organizational Skills: Strong organizational abilities to manage complex schedules, prioritize tasks, and stay on top of changing priorities.
Communication: Excellent verbal and written communication skills, enabling professional interactions with employees at all levels.
Discretion: Trusted to handle confidential information with care and professionalism.
Tech Savvy: Comfortable with technology, with the ability to quickly adapt to new tools and platforms.

What do we offer?

Competitive salaries based on your professional experience
Annual vacation of 22 working days and 1 additional day off on your birthday
Meals Allowance Healthcare
Insurance Mental Wellbeing Program
AUTODOC Corporate Discount
Opportunities for advancement, further trainings (over 650 courses on soft and hard skills on our e-learning platform) and coaching
Free English and German language classes
Referral Program with attractive incentives
Flexible working hours and hybrid work
Fast growing international company with stable employment

Join us today and let’s create a success story together!