Office Manager & Executive Assistant to the CEO

ENPULSION; Schwechat; On-site; EUR 28,000 - 33,000; Full time

Benefits offered by this job

25 days vacation

KlimaTicket (Metropol region)

Discounted parking space

Cantina vouchers for on-site dining

FlexTime

Home office options

Monthly team lunches

Learning & development budget

Bike Leasing

Office at VIE Airport City

Job summary

ENPULSION is seeking an experienced Office Manager & Executive Assistant to oversee the Vienna office and provide executive support to the CEO. The role combines office operations with personal and calendar management, requiring discretion and a proactive service mindset.

Key responsibilities include calendar management, inbox handling, meeting coordination, travel arrangements, and frontline office duties.

Qualifications

• 2–4 years of experience in office management, executive assistance, workplace operations, hospitality, administration, or a similar role.
• C2-level German and excellent English skills are required.
• Strong organizational skills and exceptional attention to detail.
• Proactive, reliable, and able to anticipate practical needs.
• Able to manage multiple priorities and switch between tasks.
• Hands-on and comfortable with practical office needs.
• Strong communication and interpersonal skills.
• Professional, welcoming, service-oriented, and discreet.

Responsibilities

• CEO Office & Executive Support: Manage and continuously update the CEO’s calendar, inbox, and meeting logistics.
• Coordinate travel, visits, and personal appointments for the CEO with discretion.
• Office Management: Run day-to-day office operations, welcome visitors, handle post, manage supplies, and coordinate facilities.
• Support with financial, legal and general administration for affiliated companies when needed.
• Type of contract: Full-time position with 38.5 hours/week.

Skills

C2 German

Excellent English

Job description

Job Overview

ENPULSION is looking for an experienced, highly organized, and proactive Office Manager & Executive Assistant (f/m/x) to take ownership of two important areas: the smooth operation of our Vienna office and practical, day-to-day executive support to our CEO.

In this position, you will ensure that our workplace is organized, welcoming, and well run, while supporting the CEO with calendar and inbox administration, meeting logistics, travel, correspondence, and practical coordination.

This is a hands-on role requiring excellent organization, discretion, initiative, and a strong service mindset. The ideal candidate is someone who anticipates practical needs, takes ownership, and is equally comfortable managing office operations and supporting a busy executive.

Key Responsibilities:

CEO Office & Executive Support

• Manage and continuously update the CEO’s calendar, including meetings, focus time, travel, deadlines, and business and selected personal appointments.
• Manage the CEO’s inbox and incoming requests by prioritizing messages, drafting routine responses, and following up where needed.
• Coordinate meetings and workshops, including participants, rooms, online links, catering, and materials.
• Coordinate vehicle administration and upkeep, including servicing, registration, insurance, cleaning, and fuel or charging arrangements.
• Handle occasional personal administrative errands and practical arrangements for the CEO.
• Handle sensitive and confidential information with a high degree of discretion.

Office Management

• Take ownership of day‑to‑day office operations, ensuring kitchens, meeting rooms, and shared spaces are clean, organized, and well stocked.
• Provide front‑of‑house support by handling incoming calls and welcoming visitors and guests.
• Manage incoming and outgoing post, packages, and deliveries.
• Manage office and kitchen supplies, including ordering and stock management.
• Coordinate company visits and delegations, including access, meeting spaces, catering, parking, transport, and guest communication.
• Provide occasional support with the financial, legal and general administration of affiliated companies, including documentation and liaison with external partners.

Type of contract: Full time position with 38.5 hours/week

Salary: The minimum base salary for this position starts at EUR 2,727.40 gross per month on a full‑time basis (38.5 h/week), with a planned overpayment depending on your professional experience and qualifications.

Your profile

• 2–4 years of experiencein office management, executive assistance, workplace operations, hospitality, administration, or a similar role.
• C2-level German and excellent English skills are required.
• Excellent organizational skills and exceptional attention to detail.
• Highly proactive, reliable, and able to anticipate practical needs.
• Strong ability to manage multiple priorities and switch between different types of tasks.
• Hands‑on and comfortable taking care of practical office needs.
• Strong communication and interpersonal skills.
• Professional, welcoming, and service‑oriented.
• High level of discretion and comfort handling confidential information.
• Comfortable working with senior stakeholders, employees, suppliers, and external partners.

Why us?

At ENPULSION, you’ll join a young, international team united by a deep passion for space technology and innovation. We foster a friendly, open‑minded work environment that encourages new ideas and rewards initiative. Our culture is fast‑paced and growth‑oriented — a place where your work will have a real impact, and where you can truly leave your mark.

Our benefits include:

• 25 days of paid vacation, plus additional compulsory paid days off
• Choice between a KlimaTicket (Metropol region), a discounted parking space or cantina vouchers for on‑site dining
• Role‑dependent FlexTime and home office options
• Monthly team lunches and regular team‑building events
• Learning & development budget to support your continued growth
• Firmenradl - Bike Leasing program
• Office located atVIE Airport City with access to:
  • FitFabrik Fitness Center
  • Airport Health Center
  • Shops, restaurants, and Crew Shop discounts
  • VIE Community App for news and deals