Office & Team Assistant (m/w/d)

Ruhlamat Group; Frankfurt; On-site; EUR 70,000 - 110,000; Full time

Job summary

Ruhlamat Group in Frankfurt is seeking an Executive Assistant to own end-to-end office administration and provide day-to-day HR administrative support for local employees. You will collaborate remotely with headquarters to ensure compliant operations and maintain efficient local office processes.

The role covers general administration, executive support, HR admin tasks, and cross-border coordination with global teams, requiring strong confidentiality and cross-cultural communication in a

Qualifications

• Bachelor's degree in Business Administration, Human Resources, Office Management, or a related discipline.
• Fluent in English and German for day-to-day business communication; proficient in MS Office suite.
• Minimum 10 years of professional experience in office administration, HR administrative support, or executive assistant roles.

Responsibilities

• Manage end-to-end office administration including visitor reception, mail handling, meeting room booking and office upkeep.
• Oversee procurement, asset registration, expense submission and track office spending.
• Coordinate travel and hospitality for visiting HQ leadership; maintain liaison with property management and vendors.
• Support recruitment activities, onboarding/offboarding, and HR operations compliant with German labor laws.
• Provide executive support: calendar management, meeting coordination, and agenda preparation for local leadership.

Skills

English

German

Education

Bachelor's degree in Business Administration or related

Tools

MS Office

HR software

Job description

We offer flexible attendance and working arrangements for the right candidate.

Based at our new Frankfurt office, this Executive Assistant role owns end-to-end office administration and provides day-to-day HR administrative support for local employees. You will collaborate remotely with headquarters teams to maintain seamless office operations and ensure all administrative and HR activities fully comply with German labor legislation and local office policies.

Responsibilities

General Administration & Executive Support

• Manage daily administrative routines including visitor reception, mail and parcel handling, meeting room booking and preparation, office environment maintenance and general office support.
• Oversee office procurement, stationery inventory checks, fixed asset registration, expense claim collation and submission, and track regular office spending.
• Liaise with property management and facility vendors for office maintenance.
• Coordinate business travel and on-site hospitality for visiting HQ leadership and colleagues.
• Facilitate document exchange and cross-team communication between the local office and global headquarters.
• Organize, file, and archive administrative documents per local German standards, maintaining complete and traceable office records.
• Provide direct executive support: schedule management, meeting coordination, agenda preparation, and follow-up for local leadership.

HR Administrative Support

• Support recruitment activities, including resume screening for junior positions, interview scheduling and coordination, candidate reception, and regular interview data reporting to the global HR team.
• Maintain accurate HR records and orderly personnel files.
• Support employee onboarding, offboarding, and other routine HR logistics tasks.
• Assist with HR operations including attendance tracking, leave approval coordination, overtime record compilation, and daily attendance statistics, strictly adhering to German working hour and leave compliance rules.
• Respond to general HR inquiries from local employees, support the local rollout of global HR policies, and provide regular HR status updates to corporate HR.
• Work with local German HR service providers to complete statutory personnel filings and labor compliance procedures as required.

Qualifications

• Bachelor's degree in Business Administration, Human Resources, Office Management, or a related discipline.

Required Skills

• Minimum 10 years of professional experience in office administration, HR administrative support, or executive assistant roles.
• Solid knowledge of German labor law and local office requirements, with a strong compliance mindset.
• Fluent in English and German for day-to-day business communication; proficient in MS Office suite.
• Exceptional attention to detail, strict confidentiality, strong organizational skills, and proven multitasking ability to handle combined EA, admin, and HR support workload efficiently.
• Effective cross-cultural communication skills to collaborate with remote headquarters stakeholders.