Office Manager & Executive Assistant (m/f/d)
$180,000–$240,000 year
On-siteVienna, Vienna, Austria
Job Summary
Manage the Vienna office as the primary contact for office-related matters, troubleshooting issues to ensure smooth daily operations. Support executive management with calendar administration, visitor reception, meeting coordination, and mail handling while acting as the key communication interface between leadership and staff. Partner with stakeholders to implement the Return-to-Office policy, including office redesign, space planning, and employee engagement initiatives such as Town Halls and annual events. Independently define administrative procedures, oversee Facility Management relationships with vendors and the landlord, and monitor the office budget. Prepare management reports, minutes, and presentations in English, coordinate supplier contracts, and manage inventory for office supplies and employee goodies. This fixed-term part-time role (25–32 hours/week) covers maternity leave from October 2026 to January 2028.
Required Qualifications
- Several years of relevant professional experience in Office Management, Executive Assistance, or a comparable role
- Completed business or commercial education/training
- Excellent MS Office skills, especially Excel, PowerPoint, Word, and SharePoint
- Excellent written and spoken German and English skills
- Outstanding organizational and communication skills with the ability to manage multiple priorities
- Professional, approachable, and service-oriented demeanor
- Strong initiative, hands-on mentality, and a proactive, solution-oriented approach with the ability to make objective decisions
- Comfortable taking ownership and working autonomously
- Thrive in a team environment where collaboration, trust, and mutual support are key to success
- Ability to effectively lead and coach others
- Strong attention to detail
- Must be available for weekend shifts
- Valid driver's license
Desired Qualifications
- Experience with local employer branding and employee engagement initiatives
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