Executive Assistant (m/f/d) - Quantum Frontline Industries

Quantum Frontline Industries (QFI) is a newly established German-Ukrainian defence joint venture between Quantum Systems and Frontline Robotics, created under the Build with Ukraine initiative. For the first time, Ukrainian drones will be manufactured on an industrial scale in Europe, combining Ukrainian battlefield-proven technology with German industrial automation to create a new model of cross-border defence co-production: the German Model.

As Executive Assistant (m/f/d), you will be a trusted partner to the management team, ensuring smooth day-to-day operations through proactive organization, coordination, and communication. You will manage complex schedules, support strategic initiatives, and serve as a key point of contact for internal and external stakeholders.

In this role, you will contribute directly to the efficiency and effectiveness of the leadership team by anticipating needs, managing priorities, and maintaining a highly professional and structured working environment in a fast-paced international organization.

What is Your Day to Day Mission?

Executive Support & Calendar Management

• Independently manage, coordinate, and prioritize complex calendars, meetings, and appointments for senior leadership.

• Organize and prepare meetings, including agendas, presentations, documentation, and meeting minutes.

• Coordinate domestic and international business travel, including itinerary planning, bookings, and expense management.

• Proactively identify scheduling conflicts and ensure efficient time management for the leadership team.

• Support executives in managing priorities and ensuring timely follow-up on key actions and commitments.

Communication & Stakeholder Coordination

• Act as a professional point of contact for internal departments, customers, partners, government representatives, and external service providers.

• Manage incoming correspondence, including emails, calls, and official communication, ensuring appropriate prioritization and follow-up.

• Draft, prepare, and review presentations, reports, briefings, and decision-making materials.

• Facilitate effective communication between leadership and various business functions.

• Maintain discretion and professionalism when handling sensitive and confidential information.

Administrative Management

• Maintain and organize confidential documents, records, databases, and filing systems.

• Prepare correspondence, business documentation, internal communications, and official records.

• Manage administrative tasks and special assignments on behalf of management.

• Ensure accurate documentation and efficient information flow across the organization.

• Support the implementation and maintenance of administrative processes and best practices.

Coordination & Project Support

• Support the planning, tracking, and execution of strategic projects and initiatives.

• Coordinate cross-functional activities and monitor the completion of action items and deliverables.

• Organize internal workshops, leadership meetings, company events, and team activities.

• Assist management with project reporting, progress tracking, and stakeholder communication.

• Contribute to the continuous improvement of organizational processes, structures, and collaboration.

What you bring to the team:

• Completed degree in Business Administration, Office Management, Communications, or a comparable qualification.

• Several years of experience in an Executive Assistant, Personal Assistant, Office Manager, or similar administrative role.

• Previous experience supporting senior executives, management teams, or leadership functions is highly desirable.

• Strong proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

• Experience with calendar management, collaboration platforms, and digital productivity tools.

• Basic project management or office management experience is considered an advantage.

• Outstanding organizational and prioritization skills, with the ability to manage multiple tasks simultaneously.

• Strong attention to detail and a proactive, solution-oriented mindset.

• Excellent interpersonal and communication skills with a service-oriented approach.

• High degree of discretion, integrity, trustworthiness, and professionalism.

• Ability to perform effectively in a dynamic, fast-paced, and international environment.

• Professional communication skills in German and English; Ukrainian language skills are a significant advantage.