Administrative Assistant and Office Manager

LUXUAV; Konz; Vor Ort; EUR 45.000 - 55.000; Vollzeit

Zusammenfassung

A tech company based in Germany is looking for an Administrative Assistant and Office Manager to provide high-quality administrative support to the CEO and Management Team. Key responsibilities include managing calendars, overseeing office operations, and ensuring confidentiality. The ideal candidate should have 3-5 years of experience in administrative roles, strong organizational skills, and proficiency in Google Workspace and Microsoft Office. This role demands professionalism, discretion, and the ability to work independently in a fast-paced environment.

Qualifikationen

• Proven experience as an executive assistant, administrative assistant, or office manager.
• Experience supporting senior leadership in an international environment.
• Strong organizational and time-management skills.

Aufgaben

• Manage calendars and schedule meetings for the CEO and Management Team.
• Oversee day-to-day office operations and manage office supplies.
• Handle expense claims and ensure proper retention of documents.

Kenntnisse

Executive support

Organization

Discretion

Communication

Ausbildung

3–5 years in administrative support

Tools

Google Workspace

Microsoft Office Suite

Jobbeschreibung

LUXUAV is an innovative technology company headquartered in Luxembourg. We specialize in the design, development, and manufacturing of advanced Unmanned Aerial Vehicles (UAVs). Our modular systems are tested in real-world conditions and specifically tailored for both commercial and security applications.

Job Title: Administrative Assistant and Office Manager

Reports to: CEO

This role provides high-quality administrative support to the CEO and Management Team, ensuring efficient organisation, preparation, and follow-through on daily business priorities. The position also oversees the smooth operation of the office, including facility coordination, vendor management, supplies, and company-wide administrative processes. The role requires discretion, accuracy, and a strong ability to anticipate needs in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage calendars, schedule meetings, and coordinate appointments for the CEO and Management Team.
• Organise internal and external meetings, including preparation of agendas, briefing documents, and minutes.
• Coordinate business travel, itineraries, documentation, and accommodation.

Administrative Support to Management Team

• Coordinate cross-functional meetings.
• Serve as a central point of contact for management-level administrative needs.
• Manage confidential information with integrity and discretion.

Office Management

• Oversee day-to-day office operations to ensure a well-functioning, professional workplace environment.
• Manage office supplies, inventory, equipment, and vendor relationships.
• Act as the point of contact for facility issues and liaise with appropriate parties.
• Support onboarding logistics (workstations, equipment, welcome packs).

General Administrative Tasks

• Handle expense claims, purchase orders, and basic budget tracking related to office operations.
• Ensure proper retention and organisation of confidential documents.
• Support ad-hoc projects assigned by the CEO or Management Team.

Qualifications & Experience

• Proven experience as an executive assistant, administrative assistant, or office manager (3–5 years preferred).
• Experience supporting senior leadership in an international environment.
• Background in a manufacturing, technology, engineering, or start-up environment is beneficial.
• Strong organisational and time-management skills; ability to manage multiple priorities.
• High attention to detail and accuracy.
• Excellent written and verbal communication in English; French is an asset.
• Strong discretion and ability to handle sensitive information.
• Professionalism, reliability, and a proactive mindset.
• Proficiency with Google Workspace and Microsoft Office Suite.
• Problem-solving orientation and ability to work independently.
• Integrity and high ethical standards.
• Calm under pressure and able to adapt quickly to changes.
• Strong interpersonal skills and service-oriented mindset.\
• Discreet, trustworthy, and committed to maintaining confidentiality.
• Must be a national from a NATO member country or one of the following NATO Indo-Pacific partners: Australia, Japan, South Korea, New Zealand or Ukraine.