In this position, you will ensure that our workplace is organized, welcoming, and well run, while supporting the CEO with calendar and inbox administration, meeting logistics, travel, correspondence, and practical coordination.
This is a hands-on role requiring excellent organization, discretion, initiative, and a strong service mindset. The ideal candidate is someone who anticipates practical needs, takes ownership, and is equally comfortable managing office operations and supporting a busy executive.
Key Responsibilities:
CEO Office & Executive Support
- Manage and continuously update the CEO’s calendar, including meetings, focus time, travel, deadlines, and business and selected personal appointments.
- Manage the CEO’s inbox and incoming requests by prioritizing messages, drafting routine responses, and following up where needed.
- Coordinate meetings and workshops, including participants, rooms, online links, catering, and materials.
- Coordinate vehicle administration and upkeep, including servicing, registration, insurance, cleaning, and fuel or charging arrangements.
- Handle occasional personal administrative errands and practical arrangements for the CEO.
- Handle sensitive and confidential information with a high degree of discretion.
Office Management
- Take ownership of day-to-day office operations, ensuring kitchens, meeting rooms, and shared spaces are clean, organized, and well stocked.
- Provide front-of-house support by handling incoming calls and welcoming visitors and guests.
- Manage incoming and outgoing post, packages, and deliveries.
- Manage office and kitchen supplies, including ordering and stock management.
- Coordinate company visits and delegations, including access, meeting spaces, catering, parking, transport, and guest communication.
- Provide occasional support with the financial, legal and general administration of affiliated companies, including documentation and liaison with external partners.
Type of contract: Full time position with 38.5 hours/week
Salary: The minimum base salary for this position starts at EUR 2,727.40 gross per month on a full-time basis (38.5 h/week), with a planned overpayment depending on your professional experience and qualifications.