PA & Office Coordinator (6-month Maternity Cover)

AI overview

Manage executive schedules and communications, oversee office operations, and support corporate events while maintaining discretion and professionalism in handling sensitive information.

Manage complex calendars, meetings, and domestic/international travel for the CEO and CFO
Prepare, edit, and organize documents, presentations, reports, and correspondence
Coordinate and track executive signature approvals (DocuSign and wet ink)
Act as a primary liaison between executives, internal teams, and external stakeholders, managing communications and follow-ups
Provide front-of-house support by welcoming visitors, answering and directing calls, and managing reception operations
Oversee office operations, including credit cards, travel systems, company vehicles, supplies, and vendor coordination
Coordinate meetings, catering, lunches, and conference room logistics
Support corporate events, team-building activities, and marketing initiatives
Handle sensitive and confidential information with discretion and professionalism
Support ad hoc requests, errands, and general operational needs as required

Previous experience supporting senior management as an Executive Assistant, Personal Assistant, or Office Coordinator
Experience with calendar management, travel coordination, and general office operations
Exposure to event planning, marketing coordination, or corporate hospitality is a plus
Strong organizational, multitasking, and attention-to-detail skills
Excellent communication, English & German mandatory, interpersonal skills for liaising with executives, teams, and internal/external stakeholders.
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Ability to handle confidential information with discretion and professionalism
Reliable, proactive, adaptable, and able to work independently while supporting a team