Administrative Assistant Full-Time

Allocator One GmbH; Wien; Hybrid; EUR 28,000 - 42,000; Full time

Benefits offered by this job

Hybrid work in Vienna

International team across Europe, Asia

Job summary

Allocator One GmbH in Vienna is seeking an Administrative Assistant to provide day-to-day administrative and operational support to leadership, help coordinate offices, scheduling, travel, documentation, and internal operations while working closely with senior team members. This role offers excellent opportunities to grow into broader operational responsibilities as the company expands.

This position features a hybrid Vienna-based work setup with an international team across Europe, Asia, and

Qualifications

• Previous experience in administration, executive assistance, office support, hospitality, customer service, or a similar people-focused role. Hospitality background encouraged.

Responsibilities

• Provide administrative support to leadership and the wider team. Coordinate calendars, meetings, travel arrangements, and logistics.
• Assist with office administration and day-to-day operations.
• Support internal events, meetings, and company initiatives.
• Maintain administrative records and company documentation.
• Coordinate with vendors, suppliers, and service providers.
• Assist with onboarding activities and office logistics.
• Support finance with invoices, expense tracking, and administrative tasks.
• Help improve administrative processes and provide operational support as needed.
• Take on additional responsibilities as the role evolves and the company grows.

Skills

Administrative support

Office coordination

Calendar management

Communication skills

English communication

Tools

Google Workspace

Microsoft Office

Job description

Allocator One Group: is a global investing platform redefining how institutional capital reaches private markets. We operate through two synergistic businesses:

• Allocator One backs exceptional first- and second-time fund managers around the world as an anchor investor, effectively acting as “seed-investor + platform” for emerging VC funds.
• Infra One, our fund-ops and tech arm, provides the regulatory, administrative, and tech infrastructure that allows those new funds to scale rapidly and globally. We are already live and serving customers in the UK, US, Austria, Germany and launching Singapore, India and Luxembourg imminently.

Together, we deliver both the capital and the structure fund managers need—and in doing so build a global ecosystem of platforms, people, and ideas that reshape private markets.

Your Mission:

As an Administrative Assistant, you will provide day-to-day administrative and operational support to leadership, helping ensure our Vienna office runs smoothly. You will assist with office coordination, scheduling, travel arrangements, documentation, and internal operations while working closely with senior team members. This role offers excellent opportunities to grow into broader operational responsibilities as the company continues to expand.

Tasks

Your Responsibilities:

• Provide administrative support to leadership and the wider team.
  Coordinate calendars, meetings, travel arrangements, and logistics.
• Assist with office administration and day-to-day operations.
• Support internal events, meetings, and company initiatives.
• Maintain administrative records and company documentation.
• Coordinate with vendors, suppliers, and service providers.
• Assist with onboarding activities and office logistics.
• Support finance with invoices, expense tracking, and administrative tasks.
• Help improve administrative processes and provide operational support as needed.
• Take on additional responsibilities as the role evolves and the company grows.

Requirements

Your Profile:

• Previous experience in administration, executive assistance, office support, hospitality, customer service, or a similar people-focused role.Candidates with a hospitality background are strongly encouraged to apply, as outstanding customer service, professionalism, and interpersonal skills are highly valued.
• Excellent organizational skills with strong attention to detail.
• Friendly, proactive, and service-oriented mindset.
• Strong written and verbal English communication skills (German is a plus).
• Comfortable using Google Workspace and Microsoft Office.
• Eager to learn, adaptable, and excited to grow into a broader operational role over time.

Benefits

Why Us:

• Join one of Europe's fastest-growing private markets platforms.
• Work alongside an international team across Europe, Asia, and the Americas.
• Hybrid work environment based in Vienna.
• High ownership and opportunities for professional growth.
• Competitive compensation.