Vienna Office Manager & Executive Assistant

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

Benefits offered by this job

25 days paid vacation

Discounted parking

Cantina vouchers for on-site dining

Job summary

ENPULSION GmbH is seeking an experienced Office Manager & Executive Assistant to own the Vienna office operations and provide day-to-day executive support to the CEO. You will manage calendars, inbox, meeting logistics, and oversee office facilities with discretion and service-mindedness.

Ideal candidates have 2–4 years in office management or executive support, fluent German (C2) and English, and a proactive, highly organized approach.

Qualifications

• 2–4 years of experience in office management or executive support.
• C2-level German and excellent English.
• Highly organized with attention to detail.
• Discretion and ability to handle confidential information.

Responsibilities

• 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.
• 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.

Skills

Office management

Executive support

German (C2)

English (Fluent)

Multitasking

Discretion

Job description

ENPULSION GmbH is seeking an experienced Office Manager & Executive Assistant to own the Vienna office operations and provide day-to-day executive support to the CEO. You will manage calendars, inbox, meeting logistics, and oversee office facilities with discretion and service-mindedness.

Ideal candidates have 2–4 years in office management or executive support, fluent German (C2) and English, and a proactive, highly organized approach.