Executive Assistant - Finance & Operations

We are looking for a highly organized and proactive Virtual Executive Assistant to support the founders of an international Human Resources Software corporation, across daily operations, finance, communication, and prioritization. This is a role that combines classic EA responsibilities with operational execution, basic accounting tasks, inbox management, and supporting leadership with structure and reporting.

You will act as an extension of the founders - removing noise, ensuring clarity, and keeping the business running smoothly day-to-day.

This is a full-time role (Monday - Friday 9am - 5 pm SA time) supporting founders based in Germany. Fully remote.

• Manage day-to-day requests, reminders, and workflows for both founders
• Maintain clear weekly and daily priorities
• Filter, structure, and delegate tasks to reduce operational noise
• Ensure the founders are always focused on the most important activities

• Moderate and organize the founders' inboxes
• Prioritize messages, draft replies, and follow up on action items
• Ensure communication flows smoothly and nothing falls through the cracks
• Maintain a clean and structured system for emails and documents

• Handle general operational tasks including website updates, insurance handling, and vendor coordination
• Support with document management, contracts, online tools, subscriptions, and company data
• Set up and maintain standard operating procedures (SOPs)
• Coordinate logistics, scheduling, and ad-hoc administrative needs

• Record bills & receipts in the finance system
• Track invoices and follow up on overdue payments
• Support payment preparation (weekly)Coordinate with the accounting firm on quarterly tasks and yearly tax filing (Jahresabschluss)
• Prepare simple financial summaries or data extracts for management

• Maintain dashboards and data sources for KPIs
• Support with investor updates and monthly/quarterly reporting packages
• Gather and clean data from finance, CRM, product, or operations sources and prepare structured materials for leadership reviews

• Proven experience as an Executive Assistant, Operations Assistant, BizOps coordinator, or similar role
• Strong organizational and prioritization skills
• Experience with bookkeeping or basic finance administration (Bookkeeping in Germany is a plus)
• Strong analytical skills and comfort with spreadsheets
• Excellent written communication and ability to structure information
• Highly reliable, proactive, and able to work with minimal supervision
• Experience with startups, founders, or fast-moving environments is a plus
• Familiarity with tools such as Google Workspace, Slack, CRM systems, and accounting tools (e.g., Zoho, Xero, QuickBooks) is a plus

• High autonomy and ability to directly influence the founders' productivity
• Long-term collaboration with predictable weekly routines
• Fully remote, asynchronous-friendly workflow
• Exposure across operations, finance, reporting, and strategy