Online Business Manager
IntegrateUp
Operations Assistant to Senior Leadership, English & German
GWNET: Global Women's Network for the Energy Transition
full-time
Posted on:
Origin: • 🇪🇺 Anywhere in Europe
Visit company websiteJob Level
Senior
About the role
- Proactively manage complex calendars across multiple time zones, prioritize and process scheduling requests, and protect leadership focus time.
- Prepare meeting agendas, manage logistics, take comprehensive notes (minutes), attend meetings on behalf of directors when required, and follow up on action items.
- Draft, translate, and respond to professional correspondence (emails, documents, memos); liaise with staff for input and keep CRM up-to-date.
- Organise international and domestic travel, accommodations, and itineraries for conferences, client pitches, and in-person meetings.
- Keep administrative platforms and records up to date, including presentations, contracts, and other sensitive documents; manage documentation and filing.
- Assist in organising events OET hosts or participates in.
- Provide general admin support: fill in and format applications, project briefs, tenders, presentations, research documents, grant applications, and archival documentation.
- Act as stakeholder liaison between leadership and internal teams (Heads of Department, Team Leads, Lead Maintainers).
- Provide project assistance such as setting up workflows (e.g., Asana), following up on tasks, and overseeing leadership team tasks to maintain context for decision-making.
- Perform ad hoc administrative tasks related to Business Development, e.g., identifying contacts at potential clients.
- Report to Head of People and work closely with the Finance Manager.
Requirements
- 3+ years experience as an Ops, Executive or Administrative Assistant or supporting senior managers in fast-paced, highly-autonomous, fully-remote environments.
- Fluency in English and German (both mandatory).
- Some experience with financial management, accounting, and/or payroll systems and reports.
- Experience supporting multiple leaders simultaneously and working across numerous departments (bonus).
- Experience at a startup, in the energy sector, supporting business development, or in similarly-sized teams (~50 people) (bonus).
- Experience drafting/submitting tender and grant applications, and working with compliance and risk-related matters (bonus).
- Highly self-managed, proactive, detail-oriented, and exceptionally organized.
- Ability to handle sensitive information with integrity and confidentiality.
- Strong sense of ownership and ability to juggle multiple leaders' needs and reprioritize as operational requirements change.
- Tech-savvy with familiarity with LLMs, Google Workspace, Discord, HubSpot CRM, Asana, Microsoft 365, Adobe, DocuSign, and other office/project/task management tools.
- Excellent interpersonal skills — warm, professional, confident, and diplomatic.
- University degree not required; experience, communication skills, and work ethic matter most.
