Executive Assistant to the CEO & President (m/f/d)

ABOUT NUMAHey there! We’re Numa, a forward-thinking hospitality brand redefining how people discover cities. We create spaces where simplicity meets innovation, offering thoughtfully designed rooms, studios, and apartments in the heart of Europe’s most vibrant neighbourhoods.We’re not just transforming the guest experience—we’re revolutionizing the hospitality industry from the inside out. Our cutting-edge technology streamlines operations, delivering unparalleled value with no hidden fees—just real, quality experiences.At Numa, we believe that travel should be curious and authentic, and we bring those same values to our work culture. As part of our team, you’ll experience a dynamic and supportive environment where creativity thrives, and your contributions make a real impact. We’re committed to fostering a diverse, inclusive, and equitable workplace where every voice is valued, and different perspectives fuel our innovation. ABOUT THE ROLEAs Executive Assistant to NUMA’s CEO and President, you will play a pivotal role in enabling two senior executives to operate at peak effectiveness.You will act as a central coordination point — ensuring that priorities are aligned, information flows seamlessly, and key initiatives progress as planned.This position requires strong organizational acumen, attention to detail, and a high degree of professionalism. You will work closely with both executives as part of a well-structured leadership support framework, collaborating with other team members across Operations, Finance, and Communications.The role offers direct exposure to strategic decision-making at one of Europe’s leading hospitality technology companies, while maintaining a balanced and sustainable scope of responsibilities.KEY RESPONSIBILITIESExecutive CoordinationManage complex calendars, coordinate meetings, and ensure optimal use of the executives’ time.Prepare agendas, pre-read materials, and briefing documents; record and track follow-up actions.Monitor upcoming priorities and provide daily overviews of key decisions or deadlines.Support alignment between the CEO, President, and leadership team by maintaining clear communication channels.Communication & DocumentationManage correspondence, including emails, calls, and meeting requests, ensuring timely and accurate responses.Draft and format internal and external communications, presentations, and reports.Maintain confidentiality and handle sensitive information with discretion.Operational & Logistical SupportOrganise travel arrangements, accommodations, and itineraries for business trips and events.Process and reconcile expense reports and invoices in line with company policies.Coordinate internal meetings, offsites, and engagements with stakeholders, clients, and partners.Provide occasional personal assistance support as required.Efficiency & Process ImprovementIdentify and implement improvements in administrative processes and workflows.Introduce time-saving tools and practices to streamline daily operations.QUALIFICATIONS & PROFILEMinimum 3–5 years of experience as an Executive Assistant, ideally supporting senior leadership in a fast-paced or international organization.Exceptional organizational and time-management skills with the ability to handle multiple priorities calmly and effectively.Strong written and verbal communication skills in English; German is a plus.High level of discretion, integrity, and professionalism.Confident in using modern productivity tools (Google Workspace, Slack, Notion, etc.).Collaborative, dependable, and proactive, with the ability to anticipate needs and act independently.Based in Berlin and available to work from the office at least three days per week. ABOUT OUR OFFEREmpower your career: Thrive in a fast-paced, collaborative environment where your ideas help shape our future. Enjoy opportunities for professional growth and build a fulfilling career path.Experience our brand: Immerse yourself in the Numa lifestyle with a complimentary stay. Share the love with friends and family through exclusive discounts on our stylish apartments. Connect with a global community of colleagues at our inspiring team-building events.Numa values the diversity of the people it hires and serves. Diversity at our company means fostering a workplace in which individual differences are recognised, appreciated, respected and responded to in ways that fully develop and utilise each person’s talents and strengths. We therefore welcome applications from people of all races, ethnicities, disability statuses, ages, religions, gender identities, and sexual orientations.For more information on the processing of your personal data, please see our Privacy Notice.