Executive Assistant & Office Management (m/f/d)

You ensure that organization, communication and numbers run reliably – and create structures that make working day more predictable. Focus on your role: Communication & e-mail management: You keep the e-mail mailbox of the management in mind, sort, prioritize, provide answers and take the correspondence yourself in standard cases. On the phone, you stand confidently and professionally represent the company. Calendar, appointment & meeting organization: You coordinate appointments with customers, partners, employees and service providers, plan meetings (including agenda and documents) and ensure that all relevant information is available in time. After meetings, you hold decisions and to-dos and follow them. Office management & administration: You organize the office in Dorsten, take care of inbox, storage, office supplies and contracts. You adapt templates (e.g. work contracts) according to the specifications, manage documents and make sure that deadlines and resubmissions are complied with. Numbers, key figures & interface Tax office: You collect and structure invoices and documents, prepare documents for the tax office and are a fixed contact person there. You create simple overviews and evaluations (e.g. lists, monthly overviews, key figures) and make sure that important numbers are available in time. Staff organization: You support the maintenance of employee data, keep adjustments (e.g. for salaries or working hours) and coordinate appointments on employee talks or organizational topics. In addition, you support the Recruiting everyday and help publish job alerts after submission, pre-sort applications, organize feedback and coordinate interview appointments. Travel, trade fairs & organization: You plan business trips (train/air, hotels, documents) and support the organization of trade fairs and events – from scheduling to logistical preparation. After events, you get documents, documents and information in a clean structure. The role is deliberately multifaceted – you should have the pleasure of working on new topics and creating structures where so far more pragmatic work has been done.

We need you for approx. 20–25 week hours, spread over several days a week – with the willingness to be regularly in Dorsten's office 2–3 mornings. Completed commercial training (e.g. businesswoman for office management, industrial clerk, bank clerk or similar). You already have experience in an organizational or assistance-related role and are familiar with keeping track of processes, dates and documents. Embossed structure and organizational strength: You have the pleasure of arranging processes, maintaining to-dos and creating liability. Very safe handling of emails, calendars and office programs (Google Workspace or MS Office, especially tables & presentations). Sovereign, friendly appearance on the phone and by email – you represent the management and the company directly to the outside. High reliability, discretion and absolute confidentiality are of course for you. Learning and openness for new tools (e.g. digital storage, SaaS tools, simple evaluations) – you don't have to know everything but be ready to work on you. You can also keep track of many parallel topics, set priorities and complete tasks consistently. Special knowledge in areas such as labour law, contract design or wage billing are NOT expected – it is important that you prepare documents cleanly, work structuredly and work with tax offices or other service providers in the case of professional questions.

A trusted key role directly at the interface between management, team, service providers and tax office. Long-term cooperation in a growing, owner-managed software company – without corporate bureaucracy and endless hierarchies. Hybrid model: 2–3 mornings per week in the Dorsten office, the remaining time flexible in the home office with scheduleable working hours predominantly in the morning – very well compatible with family and private obligations. A fair salary corresponding to your experience in parttime: Depending on the experience, your salary is approx. 20 hours of week between 2,000 and 2,300 € gross per month (at 25 hours: approx. 2,500 to 2,875 € gross). You will receive 30 days of holiday per year (partially for part-time according to your weekly hours). An indefinite contract and the possibility to further develop your task with time. Modern work equipment (e.g. laptop, screen, mobile phone) so you can work efficiently and well organized. A small, uncomplicated team with direct communication and short decision-making. .