Executive Assistant: Empowering leadership through seamless operational support

We are an independent, global design and development firm that partners with growth-oriented companies to launch, amplify, and reinvent how they connect with the world, blending strategy, design, and development into experiences that drive impact. We're a home for the obsessed, where 'good enough' simply isn't enough. Our international team of 26 minds is driven by a relentless pursuit of excellence, creating products, websites, and brands that people remember.

Since 2020, we've delivered 100+ projects and impacted 20 million users, working with everyone from early-stage startups to publicly traded companies. Our CEO, Niklas Johannknecht, remains actively involved in all projects, eliminating layers of politics and bureaucracy while ensuring direct mentorship and strategic guidance.

We are looking for someone who elevates executive effectiveness by managing key operational tasks and priorities. You will also coordinate, organize, and optimize executive workflows to free up strategic focus time. You will collaborate closely with leadership teams, department heads, and external partners to ensure the CEO can focus on high-impact decisions and business growth.

Working directly with our CEO and leadership team across Münster, Sofia, London, and NYC, you'll be the operational backbone that enables our focused, high-performance culture. To maintain efficient collaboration, you must be located in CET, GMT, or EST time zones with availability during our core working hours.

In this position, you will be responsible for managing, organizing, and maintaining executive calendars, communications, and administrative processes. You will utilize your organizational skills and business acumen to create efficient systems and workflows. You will develop high-quality administrative solutions, with a focus on productivity, confidentiality, and executive support. By coordinating meetings, managing correspondence, and handling strategic projects, you will contribute to the advancement of leadership effectiveness and organizational success. Additionally, supporting cross-departmental initiatives and maintaining stakeholder relationships will be part of your responsibilities.

You'll work within our core principles of overdelivering on velocity and craft, owning every decision with transparent thinking, and obsessing over the details that matter while stripping away unnecessary complexity.

We are looking for someone who embodies the following qualities for our Executive Assistant role:

• Service-oriented: We want someone who is genuinely passionate about supporting others and enabling leadership success. Your dedication to service excellence will drive you to continuously anticipate needs and exceed expectations in executive support.

• Detail-oriented: We value meticulousness and precision in our administrative work. As an Executive Assistant, you should have a keen eye for detail, ensuring that every meeting, communication, and task is flawlessly executed and organized.

• Collaborative: Collaboration is essential in our team. We are seeking a team player who enjoys working across all organizational levels, partnering closely with executives, department heads, and external stakeholders to facilitate smooth operations.

• Proactive Problem Solver: As an Executive Assistant, you will encounter various operational challenges and competing priorities. We are looking for someone who enjoys anticipating needs, can think strategically about workflow optimization, and excels at finding solutions before problems arise.

• Discreet Communicator: Clear and confidential communication is crucial in this role. You should be able to handle sensitive information with discretion, communicate effectively across all organizational levels, and represent leadership professionally in all interactions.

• Systematic and Process-driven: Executive support requires strong organizational systems and methodology. We need someone who is systematic in their approach, able to create and maintain efficient processes while adapting when needed.

• Growth mindset: We value candidates who are willing to expand their skills and embrace new administrative challenges. A growth mindset and eagerness to learn about emerging productivity tools and business practices are highly appreciated.

• Reliability-focused and accountable: Maintaining executive schedules and handling confidential matters are essential. We need someone who can consistently deliver dependable support and take full ownership of administrative excellence.

• Anticipatory and transparent: Proactive thinking and open communication are important to us. We encourage individuals who anticipate executive needs, stay ahead of scheduling conflicts, and are comfortable providing honest feedback about operational improvements.

• 5-7+ years of experience as an executive assistant or in senior administrative roles.

• Expert proficiency in productivity software (Microsoft Office Suite, Google Workspace, Asana, or Notion).

• Strong understanding of calendar management and scheduling coordination.

• Experience with travel planning and expense management.

• Knowledge of project coordination and meeting facilitation.

• Understanding of confidentiality protocols and professional discretion.

• Experience with vendor management and event coordination.

• Excellent written and verbal communication skills.

• Familiarity with CRM systems and database management.

• Proven track record of supporting C-level executives or senior leadership.

• Ability to prioritize multiple tasks and manage competing deadlines.

• Flexibility to adapt to changing priorities and urgent requests.

Our career opportunity offers numerous benefits that fuel your journey from good to world-class. You will enjoy flexibility and responsibility, as fixed working hours are irrelevant to us as long as tasks are completed on time. As a remote-oriented company, we enable agile work practices, faster creativity, and ensure efficient operations.

• Growth: Fueling your growth is our top priority. We provide cutting-edge tools, workshops, and resources that keep aligned with industry changes and practices while you continue to grow.

• Remote: Our team is internationally distributed, offering you the flexibility to work remotely or from one of our Hubs. This allows our team to work with diverse companies and missions — working how you perform best.

• Flexible culture: We're meeting-light, giving you autonomy to work when inspiration strikes. Our culture values independence and results over presence. Manage your time, deliver excellence, work on your terms.

• Community: Our team consists of minds who bring their professional dedication to all aspects of life, from fitness to art. We connect through company off-sites and cross-department collaboration.

• Competitive compensation: We never overlook potential by offering competitive salaries and revenue-sharing models. Our packages reward excellence and foster collaboration. Your obsession with quality deserves matching compensation.

• Additional perks: Period breaks for recharging, yoga & fitness membership, pro bono program for meaningful impact, and knowledge budget for continuous learning.

• You're satisfied with "good enough" and don't feel the need to obsess over organizational details and executive support excellence.

• You prefer working independently without regular interaction with leadership teams and cross-functional stakeholders.

• You're uncomfortable with the responsibility that comes with handling confidential information and making decisions that impact executive productivity.

• You avoid taking initiative and prefer to wait for explicit instructions rather than anticipating needs and proactively solving problems.

We are not looking for someone to just fill a spot, we're looking for someone that drives and shapes our culture and collaboration and wants to push things further than ever before. We believe that as a strong collective of obsessed minds, we can go far. Far beyond design and technology. Our core principles that influence the way we think and behave:

• Don't settle for "good": We believe every project deserves more than "good enough." Move fast, deliver with care, and consistently exceed expectations without sacrificing quality for speed. We're going the long way and ideating until perfection.

• Own every decision: We make our thinking transparent and take full responsibility for our choices. Every decision is explained, justified, and shared, so everyone is aligned. We surface problems early and invite honest feedback because openness builds trust.

• Obsess over details: We sweat the details that matter: design, data, and user experience. Strip away noise and complexity everywhere else. This keeps our work sharp, effective, and easy to move forward while helping us grow together.

• Lead with purpose: Every engagement starts with a clear mission and focused team working on just two projects at a time. We avoid distractions, ignore shiny trends, and keep our process lean so we can adapt quickly and stay true to what matters most.

1. Portfolio review and expectation setting: We'll review your application and invite you for a 30-minute intro call to explore your background, story, and creative approach.
2. Skill assessment with real-time task: Showcase your strengths and creativity through hands-on tasks with the dedicated team, either in a focused 90-minute session or over several days, depending on the task's complexity.
3. Personality assessment: We'll invite you to a 45-minute session with our CEO to explore your unique perspective, work style, and how your obsession aligns with our drive for excellence.
4. Joining our team: After confirming a genuine mutual fit, you will receive an offer to join us. We will onboard you into our systems, introduce you to the entire team, and provide you with all the necessary tools and processes. The journey from application to hire typically takes 1 to 3 weeks.