Position Profile

The Office Manager will organize and coordinate all office administration and procedures, in order to ensure that the business is run in a professional and efficient way. The job offers the unique opportunity to shape the position in an appealing office environment. The Office Manager will be part of a young and dynamic team of 10 professionals. 

Responsibilities include but are not limited to:

• Greet and welcome guests as soon as they arrive at the office
• Conduct telephone liaison and mail correspondence with stakeholders, investors, business partners and service providers
• Manage calendars & agenda of executives and meeting rooms
• Respond to inquiries and keep executives informed by identifying trends, tracking tasks & deadlines, and summarizing information
• Plan and organize events and appointments for executives
• Book and arrange travel, transportation and accommodation
• Manage day-to-day office operations, maintain condition of the office, keep up with office supply inventory, and coordinate service providers
• Process information in administrative systems (e.g. CRM-System)
• Develop and implement new administrative systems (e.g. archive management)
• Operate administrative activities including invoicing
• Translate and proofread multi-lingual communication (German, English, French optional)
• Attend and keep records of meetings (optional)
• Participate as needed in special projects (optional)

Key Requirements / Skills / Experience

• Abitur, a university degree or a relevant education in the administrative field

• Minimum five years of previous experience as executive assistant or similar field

• Positive and friendly attitude, outstanding interpersonal skills and confident appearance

• Profound experience in working abroad or in an international setup

• Affinity for capital markets or related service sectors

• Self-directed initiative taker with strong "get stuff done" skills

• Compelling oral and written skills and ability to efficiently and effectively communicate at all levels

• Excellent command of spoken and written English and German - French is a plus

• Affinity to numbers

• Proficiency in Microsoft Office suite and ability to learn company-specific software if required

• Knowledge of administrative management practices and procedures

• Flexibility and adaptability in a small, entrepreneurial and multi-national environment

• Enthusiasm to tackle new challenges and to grow in a dynamic team

• High level of integrity, discretion and dependability

Our Offer / Your application

This position is suitable for a self-starter, a dynamic and eager Assistant who is looking for a job that exceeds pure secretarial work. Here, you can drive processes and work on multiple tasks on all levels of the administrative field in order to ensure the smooth running of the daily business of an evolving and enthusiastic company. You will be the only back office team member in the administrative support and therefore able to shape and define your role. The main challenge and at the same time the advantage of this position is the variete of tasks and here along their prioritization in an international and dynamic environment.

The position is at a very good salary level with 29 vacation days per year, centrally located and in an open and communicative environment with a high team spirit and the care about one another. The role requires a minimum of 30 hours per week spread across 4 or 5 days with flexibility on the working pattern (40 hours per week is possible - to be defined with the candidate).

Take your career into your own hands and apply via email with your CV and a short motivational letter stating why you are the right choice for this job. Please send you application with a profesional picture and all relevant information to wood@kathrinwood.com

We will support you throughout the entire application process and assist you to become our

VIC - Very Important Candidate!

Your success is our mission!