Team Assistant

Your Responsibilities

• Manage appointments, meetings, and business travel arrangements while maintaining an excellent overview of priorities and schedules
• Communicate professionally and courteously with clients, property owners, and business partners via telephone and email
• Maintain and update data in our internal systems and ensure accurate, structured filing and record management
• Support the efficient organization and administration of daily office operations
• Attend meetings, prepare minutes, and ensure that key action points and information are properly documented and followed up
• Act as a central point of contact between internal teams and external stakeholders
• Support the invoicing process by reviewing incoming and outgoing invoices and ensuring their correct processing and approval workflow
• Provide reliable day-to-day administrative support to the team and take on additional administrative tasks as required
• Coordinate and oversee the daily running of the office, ensuring a well-organized, welcoming, and efficient working environment
• Manage office supplies, equipment, and furnishings, including ordering, inventory control, and cooperation with suppliers
• Serve as the main point of contact for building management, facility services, and external service providers (e.g. cleaning, maintenance, IT, catering)
• Monitor service contracts and service providers, and support the timely renewal or adjustment of contracts
• Organize and prepare meeting rooms, client appointments, and internal events, including catering and logistics
• Handle incoming and outgoing mail, deliveries, and courier services
• Coordinate with the IT department on workplace equipment, access rights, and onboarding/offboarding of employees (e.g. workstations, keys, access cards)
• Support the planning and implementation of office moves, space changes, and workplace improvements

Your Profile

• Previous experience in an assistant, administrative, or office management role is advantageous
• Excellent knowledge of Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint and AI (claude, ChatGPT etc.)
• A friendly, team-oriented personality with a structured, reliable, and proactive working style
• Strong written and spoken German language skills; good English skills are required

What We Offer

• A supportive and collaborative team environment
• A varied role with a high degree of responsibility and ownership
• Opportunities to contribute your ideas, develop your skills, and grow professionally