Executive Assistant | 100% Remote (m/w/d)

Aufgaben

• Executive Support: You take care of travel arrangements for events, workations, and business trips, track follow-ups, and provide Thomas with prioritized support in his daily business.
• HR & Recruiting: You manage the entire recruiting process — posting job openings, reviewing life stories, conducting initial conversations, and handing over candidates. Plus the surrounding tasks: onboarding new hires, ordering office supplies, coordinating birthday gifts, and offboarding in a tidy manner.
• Events & Messen: You take over the operational coordination for OMR, DMEXCO, K5, and other events. Hotels, travel arrangements, team coordination, pre-events — you have the timetable of the year in your head and execute it smoothly.
• Finance-Backup (dauerhaft, 5–10h/Woche): Ordering, creating outgoing invoices, collecting incoming invoices, processing credit card statements monthly, and maintaining personnel records. Small routine tasks like UID checks and quarterly provisions run smoothly.
• Marketing & Brand Support: You develop a feel for our brand, support content marketing, execute Klaviyo co-marketing applications, and help with smaller go-to-market topics.
• Projekt-Support & Ad-hoc: You set up one-time projects for 2026 — corporate benefits, employer shop, 1Password rollout, new AGBs in PandaDoc, AVV cleanup. And jump in for Thomas on research tasks, bid preparations, and spontaneous topics. Office & Operations light: tools and subscriptions management, document management, and building a clean documentation for the entire company.

Qualifikation

• Erfahrung: You have at least 3 years of professional experience in a comparable role — Executive Assistant, Chief of Staff, Founders Associate, or Ops Manager. Ideally in a startup, agency, or scale-up. No corporate secretary.
• Hands-on-Mentalität: You work proactively, self-managed, and forward-thinking. You plan your week and know your deadlines.
• Tool-Affinität: You are proficient in Google Workspace, Notion, Asana, and AI tools (ChatGPT, Claude). You learn new tools quickly.
• Buchhaltungsgrundkenntnisse: You understand what an invoice is, how to properly file documents, and how personnel records maintenance works.
• Extreme Flexibilität: Your task field rotates constantly — today HR, tomorrow finance, the day after tomorrow event coordination. You find this exciting, not annoying.
• Kommunikationsstärke: You are representable outwardly, clear inwardly. You don't shy away from difficult conversations.

Benefits

• Payment: Fair salary plus development prospects in a rapidly growing company
• Teamkultur: 100% remote with flexibility (e.g., sports during lunch) and a clear meeting structure
• Incentive: After the probation period, you will receive a gift card (credit card that is loaded with €50 every month)
• Entwicklung: Mentoring by Thomas, our external advisors, and our constantly growing company wiki
• Ownership: You work directly with the CEO and have direct influence on our processes and structuresWorkation: Regular meeting at different locations — work where others take vacation

Could we spark your interest? What a question — if you've read this far, we're very excited about your application.

Thomas and the entire team of MAILODY look forward to reading from you!

Disclaimer: Your age is not decisive. Although we are a very young team, all age groups are welcome. This job posting is exclusively for Germany.

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