Executive Assistant to BA Head UX - REF6559A

📍 Job Overview

Job Title: Executive Assistant to BA Head UX - REF6559A

Company: Aumovio

Location: Babenhausen, Hesse, Germany

Job Type: Full-time

Category: Operations Support / Executive Administration

Date Posted: 2026-05-06

Experience Level: 0-2 Years (Entry-Level/Junior)

Remote Status: On-site

🚀 Role Summary

• Providing high-level administrative and operational support to the BA UX Head to ensure efficient team operations and strategic focus.

• Facilitating effective leadership meetings and decision-making processes through meticulous agenda planning, content coordination, and action item tracking.

• Proactively managing and monitoring project execution, commitments, and dependencies to mitigate risks and ensure timely delivery of UX initiatives.

• Organizing and coordinating internal and external meetings, workshops, and business travel, both nationally and internationally.

• Acting as a central point of contact for operational coordination within the BA UX department, ensuring smooth information flow and task management.

📝 Enhancement Note: This role is positioned as an Executive Assistant supporting the Head of UX within a newly independent automotive technology company. While not a traditional "Revenue Operations" or "Sales Operations" role, the emphasis on operational efficiency, process management, meeting facilitation, and execution tracking aligns with core operations principles. The candidate will be instrumental in enabling the Head of UX to focus on strategic initiatives by managing the operational cadence of the department. The "0-2 years" experience level suggests a focus on foundational operational support skills and a strong willingness to learn.

📈 Primary Responsibilities

• Manage the BA UX Head's calendar, prioritizing appointments, meetings, and key initiatives to optimize time management and focus on strategic objectives.

• Prepare comprehensive agendas, collect relevant documentation, and coordinate content for leadership meetings, including CMTs, strategy sessions, and workshops.

• Facilitate effective decision-making by anticipating discussion topics, structuring meeting content, documenting key decisions, and tracking action items for all stakeholders.

• Monitor and report on the execution of commitments, milestones, and dependencies across BA UX projects, proactively identifying potential risks, delays, and offering solutions.

• Plan, coordinate, and manage logistics for internal and external meetings, workshops, and departmental events, ensuring smooth execution and participant engagement.

• Provide detailed organizational and content-related preparation for national and international business travel, including itinerary planning, travel arrangements, and briefing materials.

• Maintain a clear and organized system for documentation, decision logs, and action item tracking to ensure accountability and transparency within the BA UX department.

• Act as a liaison between the BA UX Head and other departments, stakeholders, and external partners, ensuring clear and professional communication.

• Support the BA UX Head with ad-hoc operational tasks, research, and project-related administrative duties as required.

📝 Enhancement Note: The responsibilities emphasize a proactive and strategic approach to executive support, moving beyond simple administrative tasks to actively contribute to the operational effectiveness of the UX leadership. The focus on "decision-making," "execution tracking," and "risk identification" highlights the operational backbone this role provides.

🎓 Skills & Qualifications

Education: Bachelor's degree in Economics, Business Administration, or a related field.

Experience: 0-2 years of professional experience, including internships, working student roles, or junior positions focusing on project coordination and/or executive support.

Required Skills:

• Executive Support: Proven ability to manage complex calendars, prioritize tasks, and provide comprehensive support to senior leadership.

• Project Coordination: Demonstrated experience in tracking project timelines, milestones, dependencies, and action items.

• Meeting Management: Proficiency in agenda preparation, minute-taking, and follow-up on action items for various meeting types (e.g., leadership meetings, strategy sessions, workshops).

• Organizational Skills: Exceptional ability to manage multiple tasks simultaneously, maintain structured workflows, and ensure thorough follow-through.

• Documentation & Reporting: Capability to clearly and reliably structure information, summarize discussions, and document decisions and next steps.

• Proactive Follow-up: A strong willingness and demonstrated ability to proactively chase tasks, milestones, and open topics to ensure smooth operational execution.

• Coordination Skills: Competence in coordinating internal meetings and small events; experience with external stakeholders is advantageous.

• Business Travel Support: Basic experience in preparing for business travel, including itinerary coordination and content readiness.

• Interpersonal Skills: Comfort working with senior stakeholders, exhibiting a professional, reliable, and discreet demeanor.

• Languages: Good command of German and strong written and verbal communication skills in English.

Preferred Skills:

• Experience in the automotive or technology industry.

• Familiarity with agile methodologies or UX workflows.

• Additional languages beyond German and English.

• Experience with event planning for larger groups or conferences.

📝 Enhancement Note: The qualifications highlight a blend of foundational administrative skills and an operational mindset. The emphasis on "proactive follow-up," "structuring information," and "enabling decision-making" points towards the operational expectations for this role, even at an entry-level. The dual language requirement is critical for a German-based role in an international company.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• While a formal "operations portfolio" isn't explicitly stated for this entry-level role, candidates are expected to demonstrate their ability to manage processes and information effectively.

• Evidence of structured organization: This could be shown through examples in a CV or during an interview of how you've managed tasks, projects, or information flow in previous roles or academic settings.

• Documentation Samples: Be prepared to discuss or, if possible, share anonymized examples of how you've documented meeting minutes, action items, or project updates.

• Process Improvement Examples: Even in internships, highlight instances where you identified a more efficient way to manage a task or process.

Process Documentation:

• The role requires contributing to and maintaining clear documentation of decisions, action items, and meeting outcomes.

• Candidates should be able to articulate their approach to ensuring accuracy, clarity, and accessibility of such documentation.

• A willingness to learn and adhere to the company's preferred documentation standards and systems is crucial.

📝 Enhancement Note: For an entry-level EA role, the "portfolio" is less about formal process diagrams and more about demonstrating practical organizational and documentation skills through past experiences and clear communication during the interview process. The focus is on the ability to manage processes and documentation, not necessarily pre-existing, polished documentation artifacts.

💵 Compensation & Benefits

Salary Range:

Based on industry benchmarks for an Executive Assistant role with 0-2 years of experience in Hesse, Germany, and considering the company's size and industry, a competitive salary range would be approximately €38,000 - €48,000 per annum. This estimate considers the cost of living in Babenhausen and the typical compensation structure for entry-level support roles in the German technology sector.

Benefits:

• Comprehensive Health Insurance: Standard German health insurance coverage.

• Retirement Savings Plan: Contributions to a company-supported pension scheme.

• Paid Time Off: Generous vacation days in line with German labor law, plus public holidays.

• Professional Development: Opportunities for training, workshops, and further education related to executive support and operational management.

• Employee Assistance Program: Confidential counseling and support services.

• Potential for Bonuses: While not explicitly stated, performance-based bonuses may be a possibility.

• Company Travel Discounts: Potential benefits related to travel coordination.

Working Hours:

• Full-time, typically 40 hours per week.

• The role is primarily on-site, requiring consistent presence during standard business hours.

• Flexibility may be offered for occasional overtime due to meeting schedules or travel, with compensatory time off or remuneration as per company policy.

📝 Enhancement Note: The salary estimate is based on typical compensation for similar roles in Germany, adjusted for experience level and location. Benefits are standard for a German employment context within a corporate environment. The "Onsite Job" status is confirmed by ai_work_arrangement.

🎯 Team & Company Context

🏢 Company Culture

Industry: Automotive Technology & Electronics. Aumovio, as a spin-off from Continental, operates in the dynamic and evolving automotive sector, focusing on safe, exciting, connected, and autonomous mobility. This includes advanced sensor solutions, braking systems, comfort systems, and significant expertise in software and architecture platforms for software-defined vehicles.

Company Size: Approximately 87,000 employees worldwide. This indicates a large, established corporate environment with structured processes and a global presence. However, as a recent spin-off, there may be elements of agility and a drive for innovation as it establishes its independent identity.

Founded: Aumovio was established in September 2025, continuing the business of a former Continental sector. This means it inherits a legacy of experience and established operations while forging a new path. The company headquarters are in Frankfurt, Germany.

Team Structure:

• The role directly supports the BA UX Head, implying a focus within the Business Area (BA) dedicated to User Experience (UX).

• The UX team is likely part of a larger technology or engineering division responsible for product development.

• This EA would collaborate closely with the Head of UX, other UX team members, and potentially cross-functional teams (e.g., software engineering, product management, R&D).

Methodology:

• As Aumovio focuses on software-defined vehicles, expect a strong emphasis on agile development methodologies, data-driven decision-making, and continuous integration/deployment (CI/CD) principles within the UX and engineering teams.

• The operations of the UX department will likely involve managing project pipelines, user research, design sprints, and iterative development cycles.

• The EA's role in tracking commitments and facilitating decisions directly supports these methodologies by ensuring operational flow.

Company Website: [Company URL is not provided, but the domain derived is continental.com, indicating a strong connection to Continental's legacy.]

📝 Enhancement Note: The company context highlights a significant player in the automotive tech space. The EA's role is crucial for supporting leadership in navigating the complexities of a large organization while adapting to its new, independent status. The focus on software-defined vehicles implies a forward-looking, technology-centric environment.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned at an "Entry-Level" or "Junior Executive Support" level. It's a foundational stepping stone for individuals looking to build a career in administrative excellence, operations support, or project management within a corporate setting. The "Leading Self" leadership level further emphasizes individual contribution and self-management.

Reporting Structure: The Executive Assistant will report directly to the BA Head UX. This close working relationship offers direct mentorship and insight into leadership priorities and strategic decision-making within the UX domain.

Operations Impact: While not directly managing revenue streams, the EA's impact is significant by enabling the BA UX Head to operate at peak efficiency. By streamlining operations, managing priorities, and ensuring effective meetings and execution tracking, this role directly contributes to the UX department's ability to deliver innovative products and features that ultimately drive customer satisfaction and market competitiveness. The smooth functioning of the UX team is critical for the development of user-centric, high-quality automotive technology.

Growth Opportunities:

• Deep Dive into UX Operations: Gain in-depth understanding of UX processes, project management methodologies (e.g., Agile, Scrum), and the product development lifecycle in the automotive industry.

• Develop Advanced Executive Support Skills: Master complex calendar management, event planning, travel coordination, and executive communication.

• Transition to Project Coordination/Management: With proven success and additional learning, there's a pathway to move into dedicated Project Coordinator or Junior Project Manager roles within the UX or broader engineering teams.

• Operations Specialization: Develop expertise in specific operational areas like process optimization, data analysis for operational efficiency, or cross-functional coordination.

• Industry Exposure: Gain valuable experience within a leading automotive technology company, building a strong professional network and understanding of the industry's future trends.

📝 Enhancement Note: This section frames the entry-level role as a strategic starting point for a career in operations and administrative leadership, emphasizing the transferable skills and potential for advancement within Aumovio or the broader industry.

🌐 Work Environment

Office Type: On-site. The job requires a consistent presence at the office location.

Office Location(s): VDO-Straße, 64832 Babenhausen, Hesse, Germany. This location is specified, indicating a physical workspace requirement.

Workspace Context:

• Collaborative Environment: As part of a large technology company, the workspace is likely designed to foster collaboration. Expect to work within a modern office setup, with access to meeting rooms, common areas, and potentially open-plan or dedicated office spaces.

• Operations Tools & Technology: Access to standard office technology, including computers, communication platforms (e.g., email, instant messaging), and potentially specific project management or collaboration software used by the UX team.

• Team Interaction: Opportunities for regular interaction with the BA UX Head, UX team members, and other colleagues within the department and across functional teams. This provides a rich environment for learning and understanding the operational dynamics of a UX department.

Work Schedule:

• Full-time, typically 40 hours per week.

• The schedule will align with standard business hours in Germany (CET/CEST).

• The on-site nature means predictable working hours, though occasional flexibility may be required for critical meetings or events.

📝 Enhancement Note: The on-site requirement in Babenhausen is confirmed. The description emphasizes a typical corporate office environment conducive to collaboration and learning within a technology company.

📄 Application & Portfolio Review Process

Interview Process:

The interview process for this role likely involves multiple stages designed to assess organizational skills, communication abilities, problem-solving aptitude, and cultural fit.

1. Initial Screening (HR/Recruiter): A brief call to assess basic qualifications, motivation, and salary expectations.

2. Hiring Manager Interview (BA UX Head): A more in-depth discussion focusing on your experience in executive support, project coordination, meeting management, and your understanding of the role's responsibilities. Be prepared to discuss specific examples.

3. Skills Assessment / Case Study: You might be given a practical exercise or asked to walk through scenarios related to:

• Organizing a complex multi-stakeholder meeting.
• Managing conflicting priorities.
• Documenting a decision-making process.
• Planning a business trip.

1. Team/Cross-functional Interview: Potentially meet with other team members to assess collaboration style and cultural fit.

2. Final Interview: May involve a higher-level manager or HR for final approval.

Portfolio Review Tips:

• Focus on Demonstrating Skills: For this role, your "portfolio" will be your CV, cover letter, and your verbal responses during interviews.

• Quantify Achievements: Wherever possible, use numbers to highlight your impact (e.g., "Managed calendars for 5 senior leaders," "Coordinated logistics for events with 50+ attendees," "Tracked action items for a project with 15 open tasks").

• Showcase Process Thinking: Be ready to explain how you approach tasks. For example, "When documenting meeting minutes, I first ensure I understand the objective, then I focus on key decisions and action items, assigning owners and deadlines, and finally, I circulate them within 24 hours for review."

• Highlight Language Proficiency: Clearly state your German and English skills and be prepared to demonstrate them throughout the interview process.

Challenge Preparation:

• Scenario-Based Questions: Anticipate questions like: "How would you handle an urgent request from the Head of UX when you are already in the middle of preparing for a critical leadership meeting?" or "Describe a time you had to manage conflicting priorities."

• Problem-Solving: Be ready to outline your thought process for solving operational challenges related to scheduling, information flow, or task tracking.

• Cultural Fit: Prepare to discuss why you are interested in Aumovio, the automotive industry, and how your working style aligns with a proactive, detail-oriented, and collaborative environment.

📝 Enhancement Note: The interview process is tailored for an entry-level role, focusing on foundational skills and potential. The "portfolio" aspect is interpreted as showcasing skills through experience and communication rather than a formal document.

🛠 Tools & Technology Stack

Primary Tools:

• Microsoft Office Suite: Proficiency in Outlook (calendar management, email), Word (document creation), Excel (basic data handling, tracking), and PowerPoint (presentation creation) is essential.

• Collaboration Platforms: Likely experience with tools like Microsoft Teams, Slack, or similar for internal communication and team coordination.

• Project Management Software (Exposure): While not necessarily an expert, familiarity with project management tools (e.g., Jira, Asana, Trello) used by the UX team would be beneficial for tracking tasks and dependencies.

Analytics & Reporting:

• Basic Data Handling: Ability to work with data presented in spreadsheets or reports, extract key information, and assist in basic reporting tasks.

• Dashboard Familiarity: Awareness of how dashboards are used for tracking progress, though direct creation may not be required.

CRM & Automation:

• CRM Systems (Awareness): Understanding that CRMs (like Salesforce, Dynamics 365) are used for customer data management, and how administrative support might interact with them (e.g., scheduling meetings, updating contact info).

• Workflow Automation (Conceptual Understanding): While not expected to build automations, understanding how simple workflows can improve efficiency (e.g., automated meeting reminders) is a plus.

📝 Enhancement Note: The technology stack emphasizes standard office productivity tools, with an expectation of familiarity with common corporate communication and project tracking software. The focus is on effective use of these tools for administrative and operational support.

👥 Team Culture & Values

Operations Values:

• Efficiency & Effectiveness: A core value will be ensuring that operations run smoothly, allowing the UX Head and team to focus on strategic goals. This means attention to detail and timely execution.

• Proactiveness & Initiative: The company values individuals who anticipate needs, identify potential issues, and take initiative to resolve them without constant supervision.

• Reliability & Discretion: Given the executive support nature, trustworthiness, confidentiality, and dependability are paramount.

• Collaboration & Teamwork: While supporting an individual leader, the EA will be an integral part of the UX team and will need to collaborate effectively with colleagues.

• Continuous Improvement: A willingness to learn, adapt, and suggest improvements to processes and workflows.

Collaboration Style:

• Supportive & Enabling: The EA's primary collaboration style will be supportive, aiming to enable the BA UX Head and the team to perform at their best.

• Clear Communication: Expect a culture that values direct, clear, and professional communication, both written and verbal.

• Cross-Functional Integration: The role will require working with diverse teams across engineering, product, and potentially sales/marketing, necessitating adaptability in communication and collaboration approaches.

• Feedback-Oriented: A culture that encourages constructive feedback for process improvement and professional development.

📝 Enhancement Note: The culture and values are framed to align with a professional, tech-oriented environment that prioritizes efficiency, reliability, and proactive support for leadership and team objectives.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing Competing Priorities: Juggling the demands of the BA UX Head with the needs of the broader UX team and other stakeholders can be challenging. Proactive prioritization and communication are key.

• Navigating a Large Organization: As a spin-off, Aumovio might have its own evolving internal structures. Understanding reporting lines and key contacts within a large enterprise requires adaptability.

• Adapting to New Technologies/Processes: The automotive tech industry is fast-paced; staying updated with new tools and methodologies within UX and operations will be ongoing.

• Maintaining Confidentiality: Handling sensitive information related to strategy, product roadmaps, and executive discussions requires a high degree of discretion.

Learning & Development Opportunities:

• Specialized Training: Access to training programs focused on advanced executive assistant skills, project management fundamentals, or specific software tools.

• Industry Knowledge Acquisition: Gaining deep insights into the automotive technology sector, UX design principles, and the development of software-defined vehicles.

• Mentorship: Direct mentorship from the BA UX Head, providing invaluable guidance on career development, strategic thinking, and operational excellence.

• Networking: Opportunities to build a professional network within Aumovio and the wider automotive industry.

📝 Enhancement Note: This section highlights potential hurdles and frames them as opportunities for skill development and professional growth, aligning with the company's emphasis on continuous learning.

💡 Interview Preparation

Strategy Questions:

• Operational Strategy: "How would you structure the preparation for a monthly strategy review meeting for the UX department, ensuring all key stakeholders are aligned and prepared?" "Describe your process for tracking and following up on action items from leadership meetings to ensure accountability."

• Collaboration & Stakeholder Management: "How would you handle a situation where two different stakeholders provide conflicting urgent requests to the Head of UX?" "Describe a time you had to communicate sensitive information or a difficult message to a stakeholder."

• Problem-Solving: "Imagine the Head of UX needs to schedule a critical international call with participants across three time zones with only 24 hours' notice. How would you approach this?" "If you noticed a recurring inefficiency in how meeting requests are handled, what steps would you take?"

Company & Culture Questions:

• "Why are you interested in Aumovio and the automotive technology industry?"

• "What do you know about our company's focus on software-defined vehicles?"

• "How do you define effective executive support, and what makes you a good fit for this role?"

Portfolio Presentation Strategy:

• Highlight Relevant Experience: Focus on examples from internships or academic projects that demonstrate your organizational, coordination, and documentation skills.

• Use the STAR Method: For behavioral questions, structure your answers using Situation, Task, Action, and Result.

• Quantify Your Contributions: Whenever possible, use numbers to illustrate the scope and impact of your work.

• Showcase Language Skills: Be prepared to switch between English and German during the interview as appropriate.

• Demonstrate Proactiveness: Emphasize instances where you took initiative, anticipated needs, or improved a process.

📝 Enhancement Note: This section provides targeted preparation advice, focusing on the specific skills and scenarios relevant to an Executive Assistant role in a technology-driven automotive company.

📌 Application Steps

To apply for this operations support position:

• Submit your application through the provided link on SmartRecruiters.

• Tailor your CV: Highlight relevant experience in administration, executive support, project coordination, meeting management, and any experience with German and English language proficiency. Use keywords from the job description.

• Craft a compelling cover letter: Clearly articulate your motivation for applying to Aumovio, your understanding of the role's responsibilities, and how your skills align with the requirements. Emphasize your proactive mindset and organizational abilities.

• Prepare for interview scenarios: Review common interview questions for Executive Assistant roles and practice answering them using the STAR method, focusing on your organizational and problem-solving skills.

• Research Aumovio: Familiarize yourself with Aumovio's mission, its spin-off from Continental, and its focus on automotive technology and software-defined vehicles. Understand the importance of UX in this context.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.