Executive Assistant (m/f/x)

Your mission

As Executive Assistant, you will support our two Co-CEOs & Co-Founders in both strategic and operational matters, optimize processes and priorities, and act as a central point of contact for internal and external stakeholders.

• Proactively prioritize tasks and projects based on company goals and timelines
• Analyze and prepare strategically relevant information to support decision-making
• Represent the CEOs in meetings requiring operational oversight or coordination

• Manage and optimize our CEOs 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

• 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 email inbox and LinkedIn accounts of our CEOs
• Handle external communications on behalf of our CEOs (e.g., LinkedIn posts)
• Track responses to emails, Teams messages, Jira tickets, or Confluence posts sent by our CEOs
• Create comprehensive PowerPoint presentations and speeches

• 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

• 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:
  • Subsidized Deutschlandticket or Givve Card
  • Bike leasing programs via JobRad or BusinessBike
  • Budget for your professional development
  • High-quality IT equipment of your choice
  • 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.