Virtual Executive Assistant

• Independent management of emails and calendars for executive accounts
• Creating agendas, presentations and decision papers for board meetings (management board, supervisory board, …), taking minutes and task lists including proactive tracking
• Support in recruiting, handling inbox for applications, pre-qualifying candidates, scheduling interviews including onboarding
• Booking agencies and service providers, including preparing quotes and invoicing
• Working with CRM systems – full workflow data entry, client outreach, appointment scheduling, closing
• Updating website content and company profiles both substantively and administratively
• Handling and billing insurance matters / interface with brokers and insurers
• Preparing expense reports and internal chargebacks, reviewing timesheets
• Granting access rights for IT tools, ordering new licenses
• Advising on and setting up or standardizing internal processes (office procedures, onboarding and offboarding, …)
• Maintaining databases across various platforms
• Preparing bookkeeping, support in accounting (Datev Unternehmen Online)
• Invoicing including dunning processes
• Fleet management
• Building a functioning office management system

Completed projects:

• Real Estate Photography – Assistant to the Management Board
• Management Coaching Agency – Assistant to the Management Board
• AI Software Developer – Assistant to the Management Board
• Ministry for Climate Protection, Environment, Energy and Mobility – Assistant to Digitalization/IT Project Management
• IT Consulting Company – Assistant to the Management Board
• Executive Search – Assistant to the Management Board
• Mid-sized Law Firm in Corporate Law – Assistant to the Management Board
• Software Developer Agency – Assistant to the Management Board
• Designer Lighting Manufacturer – Assistant to the Management Board
• Strategy and Corporate Finance Consulting – Executive Assistant

Current projects:

• Deutsche Bahn Subsidiary – Assistant to the Management Board (ending soon)
• Executive Search Company – Assistant to the Management Board

• Information and communication technology
• Leading the secretariat including travel planning and expense reporting
• Supporting the SVP in creating presentations, decision papers, briefing materials and reports for the Deutsche Telekom AG Compliance Committee
• Taking minutes and monitoring action items for T-Systems Compliance Committee meetings, compiling all relevant documents
• Organizing and supporting preparation for T-Systems supervisory board meetings and special workshops
• Supporting organizational and administrative management tasks, including budget monitoring, cost center planning, delegation management, workforce planning, goal management and tracking
• Responsible for managing special projects, e.g. rolling out awareness campaigns
• Building and maintaining intranet pages
• Purchasing organization including placing orders, reviews and approvals, and invoice control

• Information and communication technology