Executive Assistant to CEO

Patvocates a Germany-based, patient-driven think tank and patient-focused not-only-for-profit consultancy acting in the triangle of patient advocacy, health policy and medicines research & development.

Patvocates is a social enterprise that donates a proportion of its revenue to capacity building and education initiatives of the patient community.

We are looking for an engaged Executive Assistant to provide high level of administrative support and assistance to the CEO and act as a point of contact for CEO with internal and external colleagues.

  • Full time / permanent
  • Travel up to 20 days a year
  • Home Based in Munich, with an option to come to the Munich office
  • 40.000 - 45.000 EUR/year GROSS depending on experience and track record

The Executive Assistant will have the following tasks and responsibilities. The roles and tasks may change based on future projects and activities of the Organization.


  • Provide calendar management for the CEO including coordination of all incoming appointments and appointment requests/invitations, prioritisation of meetings, meeting planning (using Doodle and other tools) and supporting the CEO in preparation for meetings (document and diary planning and management)
  • Coordinate meetings of the CEO, e.g., briefing documents, scheduling, agenda development, organisation of venues, administration of files logistics, travel booking (internal and external/project meetings), background documentation for meetings, write and align minutes
  • Manage the emails / inbox of the CEO including follow-up and prioritisation of incoming requests and enquiries, signposting and redirection of requests to other member of the team where appropriate, monitoring, prioritisation and follow-up of requests and enquiries
  • Work closely with the CEO to keep them well informed of upcoming commitments and open responsibilities, tasks and deadlines, and anticipate the CEO’s needs in advance of meetings, events and other upcoming commitments.
  • Complete a wide range of administrative tasks that support the CEO to effectively lead the organisation and projects, which may include: collecting and preparing information for meetings or projects (internal and external), preparing client proposals, composing and preparing correspondence, maintaining contact lists and databases, making travel arrangements, completing and overseeing reports, assisting with special projects, designing and producing (sometimes) complex documents and reports.
  • Manage expense reimbursement of CEO to Patvocates and third parties
  • Coordinate and administer client contracts, time budgets vs. time records
  • Administer and drive use of online collaboration tools for virtual teams (e.g. Zoom, NextCloud, Toggl, Trello, Slack etc)
  • Other projects / duties as required and in line with the needs of the CEO / Patvocates

The tasks are non-exhaustive and subject to change depending on needs of the organisation and the projects.

Required experience and skills:

  • 5+ years experience in a similar role with experience of executive-level support
  • Proficiency with Microsoft Office
  • Exceptional organisational skills and attention to detail
  • Strong interpersonal skills and high degree of professionalism when working with diverse groups of people and clients
  • Excellent judgment, and the ability to make appropriate informed decisions regarding priorities and available time, and respond with appropriate level of urgency to situations where a quick response or turnaround is required
  • Exhibit meticulous attention to detail while being committed to producing accurate and high-quality written deliverables
  • Ability to work independently or as part of a team in a flexible, proactive way, and in both a virtual and office environment, and as part of an international remote team.
  • Must have excellent oral and written communication skills, with native-level English language (other languages a plus).
  • Interest in working in the patient advocacy and health sector

We offer:

  • An exciting position in an even more exciting European social enterprise in the emerging fields of patient-centred healthcare and patient advocacy, working together with key patient advocacy leaders across Europe.
  • Full-time position (40h/week), giving the opportunity to progress and to integrate in a young, dynamic and multi-cultural team working from different European cities.
  • Permanent employment contract under German law.

How to apply:

Apply for this job offer by sending your CV and your motivation letter to Hamda Munawar hamda@patvocates,net  with the subject “Application Executive Assistant to CEO”.

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