[Hiring] Executive Assistant @Artinis & NIRx

Role Description

We are looking for two experienced Executive Assistants to provide remote support to members of our management team. This is a hands-on role for someone who enjoys bringing structure to a busy work environment, staying one step ahead and ensuring the practical details are taken care of.

Key Responsibilities:

• Planning, booking and supporting international business travel, including managing changes and solving problems when plans do not go as expected.
• Managing calendars and helping to protect the management team's time by coordinating meetings, appointments and competing priorities.
• Preparing for internal and external meetings, including gathering information and inputs in advance and making sure participants have what they need.
• Organising external meetings, conferences and other business-related appointments.
• Reviewing and formatting documents to ensure they are accurate, clear and ready to use.
• Providing inbox cover during periods of absence and helping ensure important matters are followed up.
• Preparing and managing expenses accurately and on time.
• Coordinating personal appointments where they affect the working calendar and need to be planned around business commitments.
• Handling confidential and sensitive information with a high level of discretion.
• Working closely with other administrative colleagues to provide reliable backup and continuity when needed.

Qualifications

• At least three years of professional experience as an Executive Assistant, Personal Assistant or in a comparable role.
• Previous responsibility for planning, booking and supporting professional business travel.
• Excellent written and spoken English, at C1 level or above.
• Strong organisational skills and the ability to manage several priorities without losing sight of detail.
• A proactive and independent working style, particularly when working remotely.
• Good judgement and discretion when handling confidential information.
• Clear and professional communication skills and confidence working with senior stakeholders.
• Comfortable adapting when priorities, schedules or plans change at short notice.
• Confidence using modern digital tools and an interest in using AI tools effectively in day-to-day work.

Requirements

• Strong working knowledge of Microsoft 365.
• Previous experience supporting international or geographically distributed teams.
• Experience managing travel across multiple countries and time zones.
• Familiarity with airline, hotel and loyalty programmes.
• An interest in science, technology or the medical technology sector.

Benefits

• A varied position with direct exposure to an international management team.
• A high degree of autonomy and the opportunity to take genuine ownership of day-to-day responsibilities.
• A collaborative international working environment with colleagues across Europe, North America and Asia.
• The opportunity to work closely with another Executive Assistant, providing backup and support to one another.
• Exposure to a growing company operating at the intersection of science and technology.
• An invitation to join our company gatherings in Berlin, which currently take place approximately twice a year. Attendance is welcome but not required.

How to Apply

Artinis & NIRx is an equal opportunity employer. We base all hiring decisions on non-discriminatory factors. If you meet the qualifications and would like to join our team, please submit your application through our application page.