Key Responsibilities

• Maintain and update office documentation, monitor company records, archive documents, maintain tracking spreadsheets, and prepare reports and analyses for management.
• Receive, process, organize, and distribute information via telephone and email.
• Support employee documentation processes, including preparing and distributing employment related documents (e.g. addendums, internal orders, and other documents), and coordinating agreements for signature by the Executive Director and the management team.
• Coordinate incoming and outgoing courier shipments, prepare waybills, and allocate courier expenses to the appropriate budget categories.
• Provide day-to-day administrative support in the office, including scanning and printing documents, preparing and configuring access cards, distributing mobile internet devices for remote work, and managing the distribution of employee benefit cards, vouchers, and other office resources.
• Monitor office supply levels and order office consumables, marketing materials, and branding materials.
• Keep inventory records and distribute items to employees.
• Assist in organizing internal initiatives, team gatherings, and company events.
• Process accounting documents, maintain petty cash records, handle cash reimbursements where applicable, notify the Accounting Department of incurred expenses, and archive financial documentation.
• Manage employee parking allocations, administer the desk booking system, and monitor and update other office-related systems and processes.
• Prepare the location's semi-annual budget, monitor operational expenses, and track lease agreements, property insurance, and other office-related contracts.
• Organize domestic and international business travel for employees, including arranging flights, accommodation, car rentals, travel insurance, and handling reservation changes or cancellations.
• Cooperate with hotels, travel agencies, and other vendors, negotiating commercial terms and pricing where required. Maintain and ensure compliance with the company's Business Travel Policy.
• Maintain confidentiality of all information obtained in the course of performing job responsibilities.
• Perform any other duties assigned by the direct manager, either independently or as part of a team, provided such duties comply with applicable labour legislation. 

Your Profile

• Proven experience in an Office Manager, Executive Assistant, Office Coordinator, or similar administrative role.
• Strong stakeholder management skills with the ability to build effective relationships across all levels of the organization and with external vendors.
• Excellent verbal and written communication skills, with a professional and service-oriented approach.
• Fluent in English; German language skills are highly desirable.
• Exceptional attention to detail with strong organizational and data management capabilities.
• Ability to manage multiple priorities simultaneously, work independently, and meet deadlines in a fast-paced environment.
• Highly proficient in Microsoft Office applications, particularly Excel, Outlook, Word, and PowerPoint.
• Creative problem solver with a proactive mindset and the ability to anticipate business needs.
• Positive, approachable, and friendly personality with a strong customer-service focus.
• High level of discretion and professionalism when handling confidential information.
• Comfortable working in an office-based environment and able to be present in the office 5 days per week.