Executive Assistant & Chief of Staff

Your responsibilities

As Executive Assistant

• You independently manage the calendar of the Director and proactively prepare important meetings.
• You plan and organize business travel end to end, from research and booking to visa applications and expense reports.
• You organize workshops, external meetings and customer visits initiated by the Director.
• You filter and prioritize incoming communication and represent the Director towards internal and external stakeholders.
• You handle confidential matters with discretion.

As Chief of Staff

• You act as sparring partner to the Director: you get to the core of topics, challenge ideas and prepare suitable measures.
• You contribute to strategic concepts, decision papers, presentations and workshop formats.
• You provide conceptual support for the Digitalization, Data & AI Hub, from the collaboration model to launch communication.
• You own the OKR process: OKR calendar, check-ins and reviews, coaching of participants, and early feedback to the sponsor when something puts a cycle at risk.
• You moderate managers and Product Owners through planning, check-ins and quarterly reviews.
• You shape the leadership rhythm: agendas, pre-reads, and documentation and follow-up of decisions.
• You build a status dashboard for topics, OKRs and measures (e.g. with Power BI or Planner) and use AI for status updates and reporting.
• You follow up on delegated topics, spot delays early and initiate measures before issues escalate.
• You continuously improve the method after every cycle and capture lessons learned.

What you bring

What matters to us

• University degree (e.g. business administration, organizational psychology, communication sciences) or commercial vocational training with further qualification and relevant experience.
• Several years of experience in executive assistance, as Chief of Staff, in a PMO or in project steering, close to senior management.
• Practical experience with OKRs or comparable steering methods.
• Very good moderation and facilitation skills, also towards senior leaders.
• Conceptual and analytical thinking, and enjoyment of complex topics in digitalization, data and AI.
• Fluent English & German, written and spoken.
• Confident use of Microsoft 365 (Outlook, Teams, PowerPoint, SharePoint, Planner).

Nice to have

• Experience as OKR facilitator or coach.
• Experience with Power BI or comparable dashboard tools.
• Experience with travel and expense tools (e.g. Yokoy).
• Experience in an international, matrix-type organization.
• Affinity for AI-supported ways of working.

What makes you stand out

• You think ahead and recognize what is needed next.
• You get things done without formal authority, with clarity and a diplomatic style.
• You moderate senior leaders with confidence and bring people to one table.
• Discretion and loyalty are a matter of course for you.
• You feel at home in international teams and enjoy working across locations and time zones.

What we offer

• A key role with direct access to the Director and real room to shape your work.
• Exciting topics around digitalization, data and AI in a global technology company.
• A committed team driving digital transformation at HARTING.
• An international environment.