Executive or Team Assistant

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Executive or Team Assistant (m/f/d) to support our Partners and Managing Directors across multiple locations in Europe and beyond.

This is a dedicated executive support role where excellence in organization, discretion, and anticipating needs are essential. As part of our collaborative Assistant team, you will ensure seamless day-to-day operations by managing complex schedules, coordinating international travel, and providing exceptional administrative support in a fast-paced environment.

Key Responsibilities

• Manage complex executive calendars across multiple time zones, proactively identifying and resolving scheduling conflicts
• Screen and prioritize emails, calls, and other communications, and draft routine correspondence such as meeting confirmations and scheduling requests
• Coordinate international travel, including flights, accommodation, ground transportation, visas where applicable, and detailed itineraries, with the flexibility to adapt plans at short notice
• Process expense reports, quarterly time tracking, invoices, and procurement related to executive activities
• Prepare reports, presentations, and other meeting materials as required
•  Coordinate internal and external meetings and events, including room bookings, catering, guest registration, and restaurant reservations
• Handle highly confidential information with the utmost discretion and professionalism
• Act as a trusted liaison between executives and internal and external stakeholders, including investors, portfolio companies, and advisors
• Track follow-up actions and key deadlines arising from meetings to ensure timely execution
• Collaborate closely with Executive Assistants across all offices, providing support and coverage during absences
• Contribute to firm-wide initiatives and special projects, including internal and external events and merchandising activities

Essential Attributes:

• 3-5+ years of experience as an Executive Assistant, Personal Assistant, or in a comparable executive support role
• Exceptional organizational skills with outstanding attention to detail
• Excellent time management skills and the ability to prioritize multiple competing demands
• Strong interpersonal and communication skills, with confidence interacting at all levels of seniority
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and the ability to quickly adopt new business systems, including travel, expense, and AI-enabled productivity tools
• Absolute discretion and professionalism when handling confidential information
• Calm, resourceful, and solution-oriented under pressure
• Highly proactive, anticipating executive needs before they arise
• Business-fluent English is essential; German would be an advantage

Preferred Attributes

• Experience in Private Equity, Venture Capital, consulting, finance or insurance sector
• Experience in premium guest services, luxury travel, or other high-service environments where anticipating client needs is critical.
• Strong digital aptitude and enthusiasm for leveraging new technologies to improve efficiency and productivity
• Bachelor’s degree preferred

What we Offer

• A stable and highly valued role within a leading international investment firm
• Close collaboration with senior leadership across multiple international offices
• A welcoming and experienced Executive Assistant team, with a collaborative culture and strong mutual support
• A modern office in the heart of sunny Valencia
• Flexibility to work from home one day per week
• Weekly delivery of office snacks, fresh fruit, and beverages
• Unlimited freshly brewed coffee from our bean-to-cup coffee machine
• Company-paid Uber Eats when working in the office after 7:00 pm
• Company-paid Free Now ride home when working in the office after 9:00 pm
• Opportunities to contribute to firm-wide initiatives and grow within a collaborative, international environment