Operations Assistant to Senior Leadership (Remote | English & German)

{"Calendar & Time Management: Proactively manage complex calendars across multiple time zones, prioritize and process scheduling requests, and protect leadership focus time.","Meeting Coordination: Prepare agendas, manage logistics, take comprehensive notes (minutes), and follow up on action items. Sometimes you’ll attend meetings on behalf of someone else.","Communication Management: Draft, translate, and respond to professional correspondence from internal and external stakeholders (emails, documents, memos), liaising with other staff to get input where required. This includes keeping our CRM up-to-date, as well as responding timeously to queries and flagging any potential issues to relevant parties.","Travel Planning: Organize international and domestic travel, accommodations, and itineraries, for things such as conferences, client pitches, and in-person meetings.","Documentation & Filing: Keep administrative platforms and records up to date, including presentations, contracts, and other and sensitive documents.","Event Assistance: Helping to organize events that OET may host or take part in.","General Admin: Help fill in and format applications, project briefs, tenders, internal and external presentations, research documents, grant applications, and historical (archival) documents for internal use.","Stakeholder Liaison: Act as a communication hub between leadership and internal teams, including our various Heads of Department, Team Leads, and Lead Maintainers.","Project Assistance: Provide project support (e.g., setting up workflows on tools like Asana, following up on tasks, etc.) This requires oversight of all tasks that are being worked on by the leadership team members in question, so that you have good context with which to make decisions.","Other Assistance: various other ad hoc administrative tasks, including those relating to our Business Development activities, e.g., finding the right person at a potential client a business developer should talk to."}