Executive Assistant (All Genders) at Vectorworks – Munich, Bayern

ALLPLAN is a global provider of BIM design software for the AEC industry. True to our “Design to Build” claim, we cover the entire process from the first concept to final detailed design for the construction site and for prefabrication. ALLPLAN offers powerful integrated cloud technology to support interdisciplinary collaboration on building and civil engineering projects. Around the world over 600 dedicated employees continue to write the ALLPLAN success story. ALLPLAN is part of the Nemetschek Group which is a pioneer for digital transformation in the construction sector.

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The Executive Assistant to the CEO provides administrative support to the Chief Executive Officer, ensuring efficient management of schedule, communications, Travel, expenses and priorities. This role acts as a key liaison between the CEO and internal or external stakeholders, facilitating smooth operations and enabling the CEO to focus on strategic leadership.

• Manage and coordinate the CEO’s calendar, appointments, and meetings to optimize time and priorities

• Prepare, review, and organize agenda for executive meetings

• Serve as the primary point of contact between the CEO and internal teams, board members, clients, and external partners

• Handle confidential information with discretion and maintain a high level of professionalism

• Coordinate travel arrangements, itineraries, expenses etc. for the CEO

• Assist in the preparation and follow-up of board meetings and executive sessions

• Monitor and prioritize incoming communications, including emails, calls, and correspondence

• Support special projects and initiatives as assigned by the CEO

• Facilitate smooth communication and workflow across departments on behalf of the CEO

• Conduct research and compile information to assist the CEO in decision-making processes

• Vocational training or Bachelor and 3+ years of experience as an executive assistant in a fast-paced environment

• Fluent in German and English (written and spoken)

• Exceptional organizational and time management abilities

• Advanced proficiency in Microsoft Office Suite

• Strong problem-solving skills and attention to detail

• Excellent communication and interpersonal skills

• Discretion in handling confidential information

• Comfortable with AI-powered productivity tools (e.g., scheduling, transcription, project management)

• Willingness to learn and adapt to new technologies

• Self-starter with a keen eye for process improvement

• Ability to identify new solutions to streamline workflows

• Proactive mindset with ability to work independently

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