Assistant to the Managing Director & Office Manager (Full-Time / Part-Time) (m/w/d)

ASSISTANT TO THE MANAGING DIRECTOR & OFFICE MANAGER

(Full time /Part time)

GENERAL ROLE

The Assistant to the MD & Office Manager will be responsible for the operational management of the office and the coordination of daily activities, contributing to a working environment that is efficient, welcoming, and well-organized.

Reporting directly to the Managing Director, the role will coordinate an administrative resource and act as a key point of contact for the team and for internal and external stakeholders.

Additionally, Assistant to the MD & Office Manager will support internal communication, particularly in the dissemination of messages from the MD and the Leadership Team, and in the management of organizational communications relevant to company life.

MAIN RESPONSABILITIES

Executive & Office Activities Management


* Manage the Manager Director's agenda and organize meetings and appointments;


* Coordinate business trips and travel arrangements (flights, hotels, visas);


* Monitor expense reports and related administrative tasks, supporting budget tracking;


* Prepare support materials (presentations, minutes) and ensure logistical coordination;


* Provide administrative support to the Finance team or other departments when needed (e.g., processing and recording invoices and payments);


* Manage office supplies and inventory, ensuring timely procurement and replenishment's office supplies and inventory, ensuring timely procurement and replenishment.

Internal Communication Support


* Coordinate internal communications from the MD and the Leadership Team;


* Collaborate with HR and other departments to ensure clear and consistent messaging (e.g., managing organizational communications);


* Organize and facilitate internal events (meetings, seminars, team-building activities);


* Manage the internal community by publishing and adapting content for different target audiences;


* Coordinate and organize corporate initiatives and internal activities (e.g., thematic breakfasts, company visits, morning briefs).

General Services Support


* Act as the point of contact for safety, shipments, and logistics;


* Supervise front desk operations and welcome visitors;


* Support the improvement and optimization of office spaces and daily operations;


* Assist with room setup for meetings, onboarding, and training activities (equipment, access, integration);


* Manage incoming communications (emails, calls).

PROFILE


* Bachelor's or master's degree preferably in economic/humanistic field;


* Proven experience in Office Management or Executive Assistant roles;


* Excellent organizational, interpersonal, and problem-solving skills;


* Strong command of Microsoft Office Suite, especially PowerPoint;


* Fluent in German and English (French is a plus);


* Service-oriented mindset, discretion, proactivity and team spirit;


* Strong aesthetic sensitivity and attention...