Office Manager & Executive Assistant (m/f/d)

For our Berlin/ Luckenwalde Office, we are looking for a motivated Office Manager & Executive Assistant (m/f/d) in part time or full time.

Purpose of the position:

The purpose of the position is to ensure smooth and efficient office operations and to provide professional support to management. This includes coordinating administrative processes, organising appointments and travel, and serving as the central interface for internal and external communication.

Your Profil:

• You will ensure daily office operations by coordinating equipment and office supplies.
• You will manage the post, courier services, general email accounts and receive visitors.
• You will organise meetings, restaurant reservations, internal events and trade fairs.
• You will prepare for the onboarding of new employees by setting up workstations, access and the necessary equipment.
• You will monitor safety and hygiene regulations for visitors.
• You will coordinate the dispatch of documents or samples.
• You will take care of archiving documents such as quality records, training materials and contracts.
• You will act as an IT key user and be the interface to the IT department.

Supporting management:

• You will support the management and the site manager in a confidential and professional manner.
• You will manage appointments and calendars, prepare for and follow up on meetings, and organise business trips, including visa applications and travel expense reports.
• You will prepare documents, presentations and correspondence for internal and external stakeholders.

Coordination of processes & internal communication

• You will support the optimisation of office, facility and administrative processes.
• You will act as the central interface for internal and external communication in administrative matters.
• You will ensure compliance with internal standards, compliance requirements and office processes.

Your profile:

• You have experience in office management, executive assistance or comparable administrative roles.
• You are fluent in German and English.
• You work in a structured manner, are highly motivated, flexible and have strong organisational skills.
• You have very good communication skills and intercultural competence.
• You are confident in using Microsoft Office 365 (Outlook, Teams, PowerPoint, Excel, Word).
• You have a service-oriented attitude, a hands-on mentality and the ability to work independently.