Melina Bucher

Executive Assistant – Office & Finance Manager

Melina Bucher

part-time

Posted on:

Location Type: Hybrid

Location: Mannheim • Germany

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About the role

  • You are the organizational hub, keeping processes aligned and ensuring nothing falls through the cracks
  • You work closely with senior management, have access to email, calendar and communication channels, and take responsibility for day-to-day operations and projects
  • Handle incoming and outgoing mail
  • Order and manage office supplies and equipment
  • Maintain inventory and stock lists
  • Communicate with suppliers and business partners
  • Manage personnel files
  • Review, pre-account and record receipts/invoices
  • Prepare accounting documents for the tax advisor
  • Execute payments
  • Coordinate with the tax advisor, tax office, health insurers and professional associations
  • Support month-end and year-end closing processes (preparatory)
  • Pre-qualify and respond to incoming messages across all channels
  • Monitor and maintain the calendar
  • Schedule and prioritize appointments
  • Task management and follow-ups
  • Structure to-dos across multiple companies
  • Support new company set-ups
  • Project coordination and status tracking
  • Act as an interface between internal and external stakeholders

Requirements

  • Completed vocational training as a tax clerk, certified accountant (Bilanzbuchhalter), or commercial training with a strong finance focus, or a degree in a related field
  • Experience in preparatory accounting
  • Confident interaction with authorities, tax advisors, banks and other external parties
  • Highly structured and organized way of working
  • Reliable and discreet
  • High level of personal responsibility and initiative
  • Proactive thinker (anticipates needs and issues)
  • Solution-oriented mindset
  • Excellent email and calendar management skills
  • Proficient with digital tools such as Asana
  • Open to learning new software and automations
  • Interest in e‑commerce and digital business models is a plus
Benefits
  • Central key role with real impact
  • Close collaboration with senior management
  • Deep insight across multiple companies
  • Significant responsibility and scope to shape processes
  • Long-term perspective
  • Flexible working hours
  • Hybrid possible (70–80% on-site)
  • Fair and performance-based compensation
  • Unique start-up atmosphere
  • Opportunity to develop and implement your own ideas
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
preparatory accountingaccounting documents preparationinvoice managementpayment executioninventory managementproject coordinationtask managementcalendar managementcommunication with supplierspersonnel file management
Soft Skills
highly structuredorganizedreliablediscreetpersonal responsibilityinitiativeproactive thinkingsolution-oriented mindsetexcellent communicationinterpersonal skills
Certifications
tax clerk certificationcertified accountantcommercial training in financedegree in related field