Senior Personal Assistant to Group CEO (m/f/x)

High-impact role within a CEO Office, acting as a trusted partner to senior leadership. You manage complex international schedules, executive correspondence and sensitive information with precision and discretion. Native-level English, both written and spoken, and exceptional communication skills are essential to engage confidently and diplomatically with global stakeholders, enable strategic focus and ensure seamless executive operations.

Our client is a globally operating, financially strong organization within the insurance and financial services sector, recognized for its stability, international reach, and high professional standards.

With a strong heritage and a forward-looking strategic agenda, the company offers a highly structured, international environment in which discretion, precision, reliability, and excellence are essential.

We are seeking an exceptional Personal Assistant to join the Secretariat of the Group CEO in Düsseldorf, Germany. Native-level English proficiency, both written and spoken, is an essential requirement for this position. In this trusted and highly visible role, you will handle executive correspondence and communicate confidently and diplomatically with international senior stakeholders, ensuring seamless daily operations, effective coordination, and the highest standard of executive support.

Key tasks:

• Strategic Gatekeeping & Correspondence: Act as a trusted first point of contact for internal and external stakeholders. Manage high-level English correspondence with native-level fluency, precision and nuance, ensuring that communication on behalf of the CEO is consistently clear, diplomatic, professional and timely.

• Global Logistics & Itinerary Management: Orchestrate complex international travel and scheduling for the CEO, ensuring maximum efficiency across different time zones.

• Information & Records Governance: Maintain an impeccable digital and physical archiving system. Manage sensitive documents with precision, ensuring they are organized, accessible and compliant with corporate standards.

• Integrated Office Collaboration: Reporting directly to the Head of CEO Office, act as the essential administrative counterpart to the CEO’s Technical Executive Assistants, ensuring seamless coordination and providing the organizational framework for their technical and strategic initiatives.

• Collaborative Continuity: Work closely with colleagues in the Secretariat team to ensure thorough handovers between shifts, maintaining a unified and consistent support structure for the CEO at all times.

• Financial Administration Support: Handle financial administration, including the accurate preparation of expense reports, tax-related documentation and budget monitoring for the CEO’s office.

Technical requirements:

• Deep Professional Identification: You view your role as an essential part of the CEO’s success and the company’s global reputation.

• Team Synergy & Shift Flexibility: You are a true team player who appreciates the advantages of a shift system. You provide flexibility within this framework to ensure the CEO’s office is operational whenever business demands.

• International Experience: You have spent a significant portion of your career working abroad, developing the cultural intelligence and communication skills necessary to engage effectively with stakeholders across countries and cultures.

• Proven Track Record: You bring several years of experience in a senior secretarial or executive assistant role, ideally within a complex, regulated corporate environment.

• Native-Level English — Essential Requirement: You possess native-level English proficiency, both written and spoken. You independently draft, edit and refine complex executive correspondence and documents with exceptional grammatical accuracy, stylistic confidence and attention to nuance. You communicate confidently and diplomatically with senior international stakeholders, adapting your tone and wording to the audience and the sensitivity of the situation. German language skills are a valuable asset but not a requirement.

• Exceptional Organizational Talent: You have a passion for classic organizational tasks and execute them with a level of detail and quality that reflects the importance of the CEO’s office.

• Discretion & Integrity: You handle confidential financial and corporate data with the highest degree of professional ethics.

• Reliability in a Team Structure: You understand that your individual performance is the foundation for the team’s collective success.

• Resilience: You remain calm and focused, ensuring that even routine administrative tasks are completed to the highest standard under tight deadlines.