Personal Assistant

Deel; Osterreich; On-site; PEN 139,000 - 185,000; Full time

Benefits offered by this job

25 days paid annual leave

Austrian public holidays

Paid sick leave

Office in Vienna city center

Job summary

Immigrant Invest in Vienna is seeking a Personal Assistant to join our team and provide day-to-day personal and executive support to the CEO, with occasional help for the CMO and Office Director. The role includes calendar management, travel arrangements, and coordinating meetings and events.

We value organization, curiosity, proactivity, quick learning, and strong communication while handling confidential information. The position is full-time and on-site at Rathausplatz, Vienna.

Qualifications

• This role combines personal and executive assistance with office administration.
• You should be organized, curious, proactive, and enjoy solving problems.
• Ability to learn quickly, take initiative, and handle confidential information.

Responsibilities

• Provide day-to-day personal and administrative support to the CEO; assist the CMO when needed.
• Manage calendars, coordinate meetings, and organize daily activities.
• Arrange business/personal travel, flights, accommodation, and itineraries.
• Organize appointments, reservations, and office arrangements.
• Support meetings with logistics, materials, and logistics coordination.
• Handle correspondence and communications with external partners.
• Prepare and organize documents, maintain records, and assist with general admin tasks.
• Assist with Vienna office operations and maintain a welcoming environment.
• Coordinate office supplies, deliveries, and maintenance with service providers.
• Welcome visitors and assist with meetings and small events.
• Provide occasional administrative support to Office Director.

Skills

Organised

Proactive

Curious

Quick learner

Good communication

Attention to detail

Discretion

Dependable

Initiative

Tools

Google Workspace

Slack

Job description

Job detailsOffice ManagementAustriaFull-timeOn-siteImmigrant Invest is an international company that specializes in citizenship and residency through investment programs in the European Union, the Caribbean, Vanuatu, and Turkey. We offer support for our clients from the initial consultation to the moment they receive their documents and get their investments back. We are an official authorized representative for all the investment programs we offer.Our offices are located in Austria, Malta, Portugal, Hungary, and the UAE, and we work with clients and partners from all over the world.We are currently looking for a Personal Assistant to join our team in Vienna and provide day-to-day personal and professional support to our CEO, as well as additional assistance to our CMO and occasional support to our Office Director.Location: Vienna, AustriaOffice Address: Rathausplatz 8, Top 7, 1010 Vienna, AustriaEmployment Type: Full-timeWork Format: On-siteLanguages: English (B2+), German (B2+), and Russian or Ukrainian (Fluent)This position combines personal and executive assistance with office administration. We're looking for someone who is organized, curious, proactive, and enjoys figuring things out. You don't need to have experience with every aspect of the role, what matters most is your ability to learn quickly, take initiative, find solutions, and approach different tasks with a positive and responsible attitude.What You'll Be DoingProviding day-to-day personal and administrative assistance to the CEO, with additional support to the CMO when needed.Helping manage calendars, schedule meetings, coordinate appointments, and organize daily activities.Arranging business and personal travel, including booking flights, accommodation, transportation, and preparing travel itineraries.Organizing personal appointments, reservations, bookings, and other everyday arrangements.Assisting with the organization of business meetings, visits, and events, including coordinating logistics and preparing necessary materials.Handling correspondence and communicating with external partners, service providers, and other contacts.Preparing and organizing documents, maintaining records, and assisting with general administrative tasks.Keeping track of ongoing requests, following up on tasks, and helping ensure everything is completed on time.Supporting the day-to-day operations of our Vienna office and helping maintain a comfortable, organized, and welcoming environment.Coordinating office supplies, deliveries, maintenance requests, and communication with external service providers.Welcoming visitors and helping organize meetings and small office events.Providing occasional administrative and organizational support to the Office Director.Assisting with other personal, administrative, and office-related tasks as needed.What We're Looking ForEnglish and German at B2 level or higher, allowing you to communicate comfortably in professional and everyday situations.Good knowledge of Russian or Ukrainian for communication with management.Good computer skills and confidence using everyday digital tools. Familiarity with Google Workspace (Gmail, Google Calendar, Google Docs, Google Sheets) and Slack would be an advantage.Good organizational skills and the ability to manage different tasks and priorities.A proactive and resourceful approach — you're comfortable researching information, figuring out how things work, and finding practical solutions.Quick learning ability, curiosity, and willingness to take on new responsibilities.Good communication skills and a friendly, professional attitude.Attention to detail, reliability, and a responsible approach to tasks.Discretion when handling personal or confidential information.Previous experience in personal assistance, administration, hospitality, customer service, or a similar role would be an advantage, but is not essential.Most importantly, we're looking for someone who is bright, motivated, and willing to learn. You don't need to know how to do everything from day one, but you should be comfortable taking initiative, asking questions when needed, and finding ways to get things done.What We OfferThe opportunity to work in an international company with offices across Europe and the UAE.Direct collaboration with the company's leadership and exposure to different aspects of the business.A varied and engaging role where no two days are exactly the same.A comfortable office in the center of Vienna.25 days of paid annual leave, based on a five-day working week.Austrian public holidays in accordance with local regulations.Paid sick leave in accordance with Austrian regulations.A supportive, international team and a friendly working environment.Opportunities to learn, develop new skills, and grow professionally.Interested in Joining Us?If you're organized, curious, and enjoy finding solutions, helping others, and making things run smoothly, we'd love to hear from you!Whether you already have experience in a similar role or are looking for an opportunity to develop your skills, we encourage you to .Please submit your application and CV through the vacancy. Our recruitment team will review your application and contact you regarding the next steps if your experience matches our requirements.Please do not contact company employees or management directly regarding your application. All applications will be reviewed through our recruitment process, and candidates will be informed of relevant updates accordingly.