Executive Assistant to the COO

We are a fast-growing medical education company that produces leading conferences across the US and Europe and develops innovative disease education materials for international audiences. As we expand our operations and product offerings, we’re seeking a reliable and detail-oriented Executive Assistant to the COO to support our senior management team with day-to-day financial and administrative coordination. 📍 This is a full-time, on-site role based in our Vienna office. ResponsibilitiesPrepare and send client invoices; track payments and follow up on outstanding items. Collect receipts and expense documentation; prepare quarterly and annual packages for our external accountants.

Coordinate with vendors (suppliers, designers, AV providers, event partners); request and compare quotes; manage delivery timelines. Handle small purchases and office/admin orders. Maintain organised records and documentation for finance and operations. Support the COO directly by taking ownership of administrative and operational tasks. Handle confidential and sensitive information with discretion. Qualifications2+ years of experience in administration, finance support, or operations. Strong organisational skills and attention to detail. Proficiency with Excel or Google Sheets. Excellent written and spoken English; German or other European languages are a plus. Proactive, dependable, and comfortable managing multiple priorities.

Nice to HaveExperience with CRM tools (e. g. , HubSpot) and accounting systems (e. g. , QuickBooks). Prior experience coordinating with external accountants or vendors. What We OfferA pivotal support role in a growing international company. Close collaboration with senior leadership and exposure to all aspects of business operations. A collaborative, in-person team culture in our Vienna office. Legal Disclosure (Austria)In compliance with Austrian regulations, we disclose that the minimum base salary for this position is €2641,30 per months (VG3), as specified in the Gehaltsordnung Werbung und Marktkommunikation Wien, effective January 1, 2025.

The actual salary will be determined based on the candidate's qualifications and experience and is expected to be higher than the stated minimum.