We are seeking a versatile and highly organized professional to join our team in a multifaceted role that combines the responsibilities of Office Manager, Personal Assistant, Team Assistant, and Sales Backoffice support. The ideal candidate will possess excellent communication skills, a proactive attitude, and the ability to handle multiple tasks efficiently.

Office Management:

Oversee and negotiate service contracts and insurance to secure better terms.
Ensure smooth and qualified internal and external communication.
Liaise with property management for facility-related issues.
Manage office space and coordinate front-office activities, including welcoming and hosting guests.
Operate the telephone and mail center.
Procure office supplies and maintain inventory.
Manage and track company assets.

General Administrative Tasks:

Review and verify invoices.
Handle expense reports and manage business credit card and travel costs.
Maintain petty cash.
Collaborate with colleagues in the administration department.

Executive Assistance:

Plan, coordinate, and monitor appointments, meetings, and travel arrangements.
Handle business correspondence in German, English, and Italian.
Undertake special tasks and participate in projects and events.
Save and update contact information.

Team Assistance:

Support the local team with IT needs.
Actively assist business services teams (IT, HR, Finance, Marketing) in daily operations and specific projects to ensure and streamline office processes.
Manage timekeeping, vacation, absences, and sickness records.
Perform back-office tasks for the sales department.

Proven experience in office management, personal assistance, or team assistance roles.
Excellent organizational and multitasking skills.
Strong communication skills in German, English. (Italian nice to have but not binding)
Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
Affinity with IT-related topics.
Ability to work independently and as part of a team.
High level of discretion and professionalism.

Publieurope Ltd. Geschäftsstelle Deutschland

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