Executive Assistant with German

Executive Assistant with German

Miejsce pracy: Kraków

Your responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to multiple SRM managers, managing complex calendars, meetings, and competing priorities.

• Coordinate internal and external meetings, including preparation of agendas, documentation, presentations, and accurate meeting notes where required.

• Act as a central point of contact for SRM leadership, managing correspondence, calls, and requests with professionalism and discretion.

Planning, Coordination & Logistics

• Arrange domestic and international travel, accommodation, and expense management in line with company policies.

• Track actions, follow ups, and key deadlines to ensure timely delivery of Sales commitments and internal processes.

• Maintain accurate records, distribution lists, and filing systems for Sales related documentation.

Governance, Compliance & Controls

• Ensure administrative processes comply with internal policies, confidentiality standards, and regulatory requirements.

• Handle sensitive commercial and client information with a high level of discretion and confidentiality.

• Support audit ready record keeping for SRM activities, expenses, and approvals as required.

Team Support

• Act as a go to support resource for the wider Sales team, ensuring consistency and efficiency in administrative practices.

• Provide cover or coordination support across the broader assistant community when required.

Our requirements

• Proven experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting multiple senior stakeholders.
• Fluency in English and German languages.
• Strong proficiency in business tools (e.g. MS Outlook, PowerPoint, Word, Excel).
• Experience managing complex diaries, travel, and logistics.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive, solution‑oriented mindset with a high level of accountability.
• Outstanding organization, attention to detail, and follow-up skills.
• Excellent communication and interpersonal skills.
• High level of discretion, ownership, and professionalism.

What we offer

• Private health care and travel insurance
• Life insurance
• Cafeteria Platform and sports package
• Company Pension Benefits – Employee Savings Plan
• Attractive Employee Referral Bonus Program
• Additional day off for charity
• Holiday subsidy („wczasy pod gruszą”)
• Hybrid working model

Benefits

• private medical care
• life insurance
• remote work opportunities
• flexible working time
• saving & investment scheme
• corporate library
• coffee / tea
• parking space for employees
• holiday funds
• employee referral program
• charity initiatives
• free German language classes

About the role

The Executive Assistant provides high‑level administrative and operational support to a Sales and Relationship Management team (SRM), working closely with multiple senior managers. The role ensures effective day‑to‑day coordination, communication, and organisation across a fast‑paced, client‑focused commercial environment. The Executive Assistant acts as a trusted partner to leadership, enabling them to focus on client engagement, revenue generation, and strategic priorities.

Universal-Investment-Gesellschaft mit beschränkter Haftung

Grow with us! Universal Investment is on its way to becoming Europe's leading fund services platform and Super ManCo. We have provided innovative fund solutions for asset managers and institutional investors since 1968. We are also well established in Germany, Luxembourg, Ireland and Poland. From here and from our offices in Frankfurt, Krakow, Luxembourg, Dublin, Singapore, Paris and Stockholm, we continue to expand internationally. We are currently looking for people with entrepreneurial mindset