WePlan is a dynamic start-up in the heart of Frankfurt, focused on developing and providing innovative tools for strategic and operational workforce planning. As we continue to grow our customer base in the travel, transport, and logistics industries, we're looking for a proactive Executive Assistant & Office Administrator to support our management and help keep our teams running smoothly. This is a varied role with opportunities for growth and professional development, perfect for someone who thrives in a fast-paced and dynamic environment.
In this role, you'll work closely with our leadership, internal teams, and client teams, making a real impact on our day-to-day operations. You ideally have experience in working with cross-functional teams and a strong understanding of customer needs and the technical possibilities to support business management.
Your Responsibilities at WePlan
- Supporting Management: Assist the leadership team in all operational and strategic matters, acting as the key point of contact for internal teams, external partners, and customers.
- Office Organization: Handle general administrative tasks like mail processing, ordering, and managing email inboxes.
- Human Resources: Take charge of contract management, onboarding, offboarding, absence management, and travel expense review. You'll also support the digitization of HR processes using tools like HR Works, and help with introducing target/feedback systems.
- Events: Organize customer/user conferences, team events, and trade fair participation.
- Digitalization: Assist with internal project management, process documentation, digitalization efforts, and certification processes (e.g. ISO27001).
- Sales Team Support: Manage contracts and key documents in the SaaS space, ensuring all important data and deadlines are tracked. Support budget planning, appointment scheduling, and reporting (using Pipedrive).
- Potentially Implementation Support: Assist in planning and following up on projects in the SaaS environment, helping to coordinate cross-functional teams.
Your Profile
- Education: Completed commercial training or a comparable qualification in the field of assistance.
- Professional experience: Several years of experience as a management assistant or in a similar role.
- IT knowledge: Proficiency in MS Office (Word, Excel, PowerPoint) and familiarity with systems like HR Works, Datev, or Pipedrive is a plus.
- Communication skills: Excellent written and verbal communication skills in German and English.
- Independence: You’re a self-starter, capable of working in a structured and responsible way, even remotely.
- Team spirit: You enjoy working collaboratively and have a service-oriented mindset.
- Language: Native-level German, and good English skills are an advantage.
Why You’ll Love Working at WePlan
- Flexible & remote work: Enjoy the flexibility of working part-time, fully remote (5 days per week), or from our modern office in Frankfurt.
- Great location: Our office is centrally located in Frankfurt, and you'll have access to Open Office Spaces across Germany.
- Perks: Free public transportation ticket, free drinks, and exclusive catering offers.
- And more: We provide the latest Apple hardware and plenty of opportunities for professional development.
If this sounds like the right fit for you, we'd love to hear from you! Send your application to careers@weplan.info and join us in shaping the future of workforce planning!
