Core Responsibilities
Scheduling & Calendar Management – 35%
• Respond to all scheduling requests within strict turnaround times, prioritizing same-day responsiveness during European business hours
• Coordinate complex, multi-timezone meetings across a large and active enterprise sales pipeline
• Ensure calendar invitations include correct attendees, video conferencing links, and clear meeting details
• Proactively manage reschedules, cancellations, and time-zone-sensitive communications with urgency and professionalism
CRM Hygiene & Post-Meeting Operations – 35%
• Maintain 100% accuracy in CRM records following every completed meeting
• Extract and synthesize meeting information from notes or recordings and update CRM accordingly
• Follow up internally to collect missing information and maintain data integrity
• Build or support automation workflows to reduce manual data entry while preserving accuracy
Process Optimization & Automation – 20%
• Identify repetitive operational tasks and design workflows to automate or streamline them
• Implement no-code or low-code tools to improve operational efficiency across sales and leadership workflows
• Continuously improve internal systems, documentation, and operational handoffs
Strategic & Ad Hoc Support – 10%
• Assist leadership with customer-facing communications, internal documentation, and operational projects
• Prepare presentations, documents, or materials required for enterprise customers
Requirements
Must-Haves (Required)
• 3+ years of experience in a high-velocity role supporting senior leadership
• Proven experience managing complex, multi-timezone calendaring in enterprise or B2B environments
• Hands-on proficiency with CRM systems (HubSpot or similar), calendar tools, and collaboration platforms
• Ability to independently learn and implement new tools, including automation or workflow platforms
• Exceptional written English communication skills, including customer-facing correspondence
• Extreme attention to detail and zero-error mindset in fast-paced, high-stakes environments
Nice-to-Haves (Preferred)
• Experience supporting enterprise sales teams or complex deal pipelines
• Familiarity with European business culture, particularly German enterprise environments
• Experience in AI, SaaS, or enterprise technology companies
• Proficiency in German or other European languages
• Experience building automations using no-code, low-code, or scripting tools
Tools Proficiency
Must-Haves (Required)
• HubSpot, Microsoft Teams, Slack, Notion
Nice-to-Haves (Preferred)
• Zapier, Make, OpenClaw, Descript, Adobe Premiere, Ramp
