Your mission
As Executive Assistant, you will support our CEO in both strategic and operational matters, optimize processes and priorities, and act as a central point of contact for internal and external stakeholders.
Strategic Support for the CEO
* Proactively prioritize tasks and projects based on company goals and timelines
* Analyze and prepare strategically relevant information to support decision-making
* Represent the CEO in meetings requiring operational oversight or coordination
Effective Calendar and Time Management
* Manage and optimize the CEO’s complex calendar, including internal and external appointments
* Ensure alignment of time and priorities with company objectives
* Serve as a key interface between internal departments, partners, and external stakeholders
Meeting and Communication Management
* Prepare, organize, and moderate management and leadership meetings, including minute-taking and follow-ups
* Communicate actively with the advisory board, shareholders, and other executives to ensure smooth information flow
* Manage incoming and outgoing communications, including the CEO’s email inbox and LinkedIn account
* Handle external communications on behalf of the CEO (e.g., LinkedIn posts)
* Track responses to emails, Teams messages, Jira tickets, or Confluence posts sent by the CEO
* Create comprehensive PowerPoint presentations and speeches for the CEO
Leadership and Support of Strategic Projects
* Independently lead selected CEO projects from kick-off to implementation
* Monitor project progress and ensure deadlines and milestones are met
* Support the implementation of new processes and systems
Administrative Excellence
* Manage confidential documents and information with the utmost discretion and sensitivity
* Assist with travel planning, expense reporting, and organizational details
* Ensure smooth and efficient administrative workflows
* Demonstrate absolute trustworthiness and discretion in handling sensitive information
Your profile
* Completed commercial training or a comparable qualification
* Several years of experience in a similar role as a secretary, assistant, or office manager
* Excellent organizational skills and a high level of responsibility and independence
* Strong proficiency in MS Office and modern communication tools
* Excellent written and verbal communication skills in both German and English (C1/C2 level)
* Discretion, trustworthiness, and a professional demeanor
* Flexibility and the ability to quickly adapt to changing tasks and priorities
* Hands-on mindset when working with AI productivity tools
Why us?
* Help shape the future by shifting traffic from road to rail
* Work on cutting-edge marketplace and software solutions that impact the entire logistics industry
* Become part of a dynamic, international team where senior management brings extensive experience from both corporate and startup environments
* International work environment with locations in Frankfurt, Hamburg, Izmir, and Rotterdam
* Enjoy a high level of creative freedom and decision-making power, supported by an attractive overall package that includes:
o Hybrid working options, including fully remote work for several weeks
o Subsidized Deutschlandticket or Givve Card
o Bike leasing programs via JobRad or BusinessBike
o Budget for your professional development
o High-quality IT equipment of your choice
o Various team events
About us
The freight tech scale-up Rail-Flow, with over 170 employees, is revolutionising efficiency and access to rail freight and intermodal transport. The innovative Rail-Flow-platform offers customised solutions such as marketplace, collaboration, CRM and transport management tools that optimise all processes along the rail logistics value chain.
By speeding up processes and increasing the competitiveness of rail transport, Rail-Flow makes a decisive contribution to shifting transport from road to rail and thus to reducing CO2 emissions. Over 500 companies - which include rail freight companies, rail freight forwarders, intermodal operators and shippers - already rely on Rail-Flow's solutions.