Job Description

For one of our partners We are seeking a proactive and organized individual to fill the dual role of Office Manager and Assistant to the Director.
This position is key to ensuring smooth day-to-day operations while providing high-level administrative support to our team and management.
KEY RESPONSIBILITIES:

• Front Office & Hospitality: Welcome clients, partners, and suppliers, ensuring a professional first impression. Host visitors, investors, and inspectors in line with the centre's high standards.

• Office Administration & Coordination: Manage post, office supplies, and meeting room bookings. Coordinate staff events, conferences, and internal trainings. Implement workplace improvements to ensure efficiency.

• Executive Support: Assist the Centre Director with calendar management, travel arrangements, HR-related tasks, expenses, and report preparation.

• Budget Support: Monitor and support budget management for communications, office, and general expenses.

• Facilities & IT Coordination: Oversee facilities management and equipment purchases, coordinate repairs, and recommend service improvements.

• Contracts & Supplier Relations: Act as liaison with account managers and suppliers, managing contracts and ensuring timely, high-quality service delivery.

• Onboarding & People Experience: Organize induction plans for new employees, coordinate onboarding, and foster a positive, supportive workplace culture.

• Ad-hoc Projects: Take ownership of additional duties and projects, continuously seeking ways to improve efficiency, organization, and employee satisfaction

WHAT YOU NEED:

• Solid background in office management and facilities operations, ideally in a large or multi-site organization.

• Strong organizational skills, able to manage multiple priorities and deliver under pressure.

• Excellent communication and customer service skills; approachable and professional.

• Experience supporting teams, coordinating contractors, and handling executive-level administration.

• Confident with MS Office applications and email systems. o Comfortable engaging across all levels of the business and representing the centre to guests and partners.

• Customer-focused mindset with a natural eye for quality and service excellence.

• Fluency in English and German (written and spoken). o People-oriented, collaborative, and proactive with a solution-driven approach.

• Self-motivated and resourceful, able to take initiative and independently drive projects.

• Resilient problem-solver with strong communication and practical decision-making skills.

Skills Required