Job Description
We are seeking a versatile and highly organized professional to join our team in a multifaceted role that combines the responsibilities of Office Manager, Personal Assistant, Team Assistant, and Sales Backoffice support. The ideal candidate will possess excellent communication skills, a proactive attitude, and the ability to handle multiple tasks efficiently.
Office Management:
- Oversee and negotiate service contracts and insurance to secure better terms.
- Ensure smooth and qualified internal and external communication.
- Liaise with property management for facility-related issues.
- Manage office space and coordinate front-office activities, including welcoming and hosting guests.
- Operate the telephone and mail center.
- Procure office supplies and maintain inventory.
- Manage and track company assets.
General Administrative Tasks:
- Review and verify invoices.
- Handle expense reports and manage business credit card and travel costs.
- Maintain petty cash.
- Collaborate with colleagues in the administration department.
Executive Assistance:
- Plan, coordinate, and monitor appointments, meetings, and travel arrangements.
- Handle business correspondence in German, English, and Italian.
- Undertake special tasks and participate in projects and events.
- Save and update contact information.
Team Assistance:
- Support the local team with IT needs.
- Actively assist business services teams (IT, HR, Finance, Marketing) in daily operations and specific projects to ensure and streamline office processes.
- Manage timekeeping, vacation, absences, and sickness records.
- Perform back-office tasks for the sales department.
- Proven experience in office management, personal assistance, or team assistance roles.
- Excellent organizational and multitasking skills.
- Strong communication skills in German, English. (Italian nice to have but not binding)
- Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
- Affinity with IT-related topics.
- Ability to work independently and as part of a team.
- High level of discretion and professionalism.