Executive & Office Administrator

Rieckermann; Hamburg; Vor Ort; EUR 45.000 - 65.000; Vollzeit

Zusammenfassung

A mid-sized international company in Hamburg is seeking an organized and proactive Executive & Office Administrator. The role involves supporting management activities and overseeing office administration tasks, requiring a minimum of 5 years of relevant experience. Strong skills in MS Office, multitasking and organizational abilities are essential. Prior experience in a similar role and strong communication skills are valued. Immediate availability is a plus.

Qualifikationen

• Minimum 5 years of experience in a comparable Executive Assistant, Office Management, or Administration role.
• Excellent organizational skills and strong prioritization skills.
• Strong written and verbal communication skills in English.

Aufgaben

• Organize and coordinate internal and external meetings.
• Manage scheduling and business travel.
• Oversee day-to-day office operations.

Kenntnisse

Organizational skills

Multitasking

Interpersonal skills

Proactive approach

Discretion and reliability

Tools

MS Office (PowerPoint, Word, Outlook)

Jobbeschreibung

Overview

We at Rieckermann Hamburg are on an exciting journey of growth and are looking for a highly organized and proactive Executive & Office Administrator to support the Management of our German entities as well as the leadership of our investment arm. In this dual role, you will ensure the smooth operation of daily management activities while taking responsibility for a wide range of office administration tasks. You will contribute to both executive-level support and the efficiency of our administrative processes across the organization.

At Rieckermann, we value your unique skills, talents, and contributions at every stage of your career. Here, you can shape your professional journey and explore our wide industry expertise. Make your impact in a collaborative, international work environment with a long-standing tradition of upholding quality, commitment, and trust.

Key Duties

Executive Support

• Organize, coordinate and follow-up on internal and external meetings and events
• Manage scheduling, monitor follow-ups, and ensure timely completion of tasks
• Plan, book, and coordinate business travel, including travel expense reports and post-trip follow-up
• Prepare presentations, speeches, contracts, and reports as needed
• Act as the direct point of contact for the Managing Directors of the German entities

Office & Administration Management

• Oversee day-to-day office operations in collaboration with the Administration team
• Take ownership of key administrative tasks, driving them to completion efficiently and independently
• Maintain the Document Management System (DMS) and provide support in accounting-related processes
• Contribute to process improvements, with potential to grow into a broader administrative leadership role

Other Responsibilities

• Support professional communication with customers, business partners, and internal stakeholders
• Assist with internal communications and cross-departmental coordination

Qualifications

• Minimum 5 years of professional experience in a comparable Executive Assistant, Office Management, or Administration role
• Excellent organizational skills with a proactive and structured approach
• Strong prioritization skills; ability to multitask and work effectively under pressure
• Proficiency in MS Office applications (PowerPoint, Word, Outlook) and solid digital literacy
• High level of discretion, reliability, and a strong sense of responsibility
• Professional, approachable demeanor with excellent interpersonal skills
• Strong written and verbal communication skills in English; German skills are an advantage
• Immediate availability is an advantage