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The Executive Assistant & Office Coordinator is a hybrid position designed to support CEO and strengthen the operational environment around executive management. This role combines high-level executive assistance with coordination of day-to-day office operations, ensuring seamless workflow, organizational clarity, and a stable, efficient working atmosphere.

This is a central, high-impact position that requires exceptional organizational ability, strong communication skills, and the maturity to operate in a fast-paced, high-performance environment.

Key Responsibilities

Executive Support

Full ownership of the CEOs complex calendar, prioritization, and scheduling.
Gatekeeping and managing incoming requests, ensuring the CEOs focus and time are protected.
Preparation and coordination of meetings, including room setup, materials, and guest hosting.
Coordination of business travel: flights, accommodation, ground transportation, itineraries.
Monitoring follow-ups and ensuring action items are completed by relevant parties.
Managing communication flow on behalf of the CEO when required.
Providing day-to-day logistical and administrative support.
Office Coordination

Serving as the main point of contact at the office reception area.
Greeting guests, candidates, partners, and visitors in a professional manner.
Coordinating meeting rooms, ensuring availability and readiness.
Providing administrative support to the Office Operations Manager when needed.
Assisting with light purchasing, office supplies, and logistics.
Ensuring order, structure, and a smooth daily operational rhythm across the office.

looking for a highly organized, proactive, and detail-oriented Operations Manager to take ownership of all day-to-day operational activities This role is essential to keeping the company running efficiently and ensuring a positive, smooth experience for all employees and visitors.

You will be responsible for managing the office environment, supporting employees and their wellbeing, coordinating vendors, and assisting with onboarding and offboarding. You will report directly to the Head of Operations and work closely with Finance, HR, IT, and all other teams.

This is a hands-on, fast-paced position for someone who loves structure, takes initiative, and solves problems before anyone notices them.

Working Hours: 08:30-17:30. On-site presence required (no hybrid option).

Responsibilities

Office Operations

Maintain the overall office environment, including cleanliness, organization, supplies, and equipment.
Manage parking arrangements, building access, meeting rooms, and office logistics.
Handle all purchases: office supplies, kitchen and food items, equipment, and materials.
Greet and host visitors, candidates, and partners.
Employee Support

Provide day-to-day administrative support to employees.
Coordinate IT-related requests with internal and external teams.
Prepare workstations, supplies, and equipment for new employees.
Employee Wellbeing

Take ownership of employee wellbeing and the overall employee experience.
Plan and run fun, engaging team activities such as happy hours, company events, holiday celebrations, and team gatherings.
Onboarding & Offboarding

Lead the administrative onboarding process for new hires.
Ensure all equipment, access, and documents are ready on their first day.
Manage offboarding procedures including equipment collection and access removal.
Vendor Management

Manage relationships with cleaning, maintenance, office supplies, and other service providers.
Coordinate deliveries, repairs, and recurring services.