Office Manager & Management Assistant

Job description

As our Management Assistant & Office Manager, you are key point of contact for our employees and you play a pivotal role in ensuring our office runs like clockwork while supporting our executive team. Your responsibilities will include:

• Office Operations: Oversee daily office functions, maintain supplies, manage vendor relationships, and ensure a welcoming, well-organized workspace
• Facility Management: Liaise with building management, handle maintenance requests, and ensure compliance with health and safety standards
• Event Planning: Organize internal and external meetings, workshops, and company events—from meeting scheduling to logistics, catering and follow-up
• HR Collaboration: Support onboarding and offboarding processes, maintain employee records, assist with HR communications, and help coordinate team activities
• Communication & Culture: Act as a point of contact for internal communications, support company-wide initiatives, and help foster a collaborative and inclusive environment
• Executive Support: Provide proactive assistance to the Executive team, including calendar management, meeting coordination, travel arrangements, and expense reporting
• Document & Data Management: Prepare reports, presentations, and internal documentation; ensure confidentiality and accuracy in all administrative tasks
• Process Improvement: Identify opportunities to streamline workflows, improve administrative systems, and enhance overall efficiency
• Ad Hoc Projects: Take ownership of special assignments and cross-functional projects that contribute to the company’s strategic goals

Profile

We’re looking for someone who combines professionalism with cordiality, and precision with flexibility. Ideally, you’ll bring:

• A completed higher vocational education (commercial apprenticeship, bachelor or similar)
• At least 3–5 years of relevant experience in office management, executive assistance, or administrative coordination—preferably in an international or fast-paced environment
• Fluency in German and English, both written and spoken, is essential, Swiss German is a plus
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with digital collaboration tools
• A structured, detail-oriented approach with the ability to juggle multiple priorities and deadlines