About the role

The Workplace Coordinator & Executive Assistant is responsible for providing effective administrative support to the Executive in addition to coordinating day-to-day office management tasks. You will be responsible for ensuring that office operations run effectively and efficiently, adding maximum value to the organization. You have strong attention to detail and the ability to tackle competing priorities, facilitating operational success by providing a wide range of services in a fast-paced, multi-tasking work environment.

Workplace Coordinator Key Responsibilities include:

• Main point of contact for internal and external visitors to be greeted and assisted in a courteous and professional manner
• Proactively ensure that the office (and its facilities) is maintained in a clean, tidy and secure condition (eg. empty the dishwasher, daily refill of supplies, clear up/set up the meeting rooms, etc.)
• Responsible for mail duties, including distributing post/packages to staff, sending mail, booking local couriers, and international shipments.
• Assist with new starters, visitors, contractors, and leavers - in line with security restrictions
• Assist with office security, alarm systems and evacuation procedures
• Ensure sufficient stock of office supplies and place orders, including stationery, printer supplies, and kitchen supplies in adherence with allocated budget
• Oversee and coordinate workplace administrative procedures and review, evaluate and implement new procedures as required under a culture of continuous improvement aligned with the standards of the company
• Liaise with the landlord and building management company on maintenance and upkeep issues
• Maintain workplace expenses, invoices and payments for facilities and services
• Ensure all required insurance policies are up to date and coordinate renewals
• Coordinate the purchasing of office equipment and supplies with the Procurement team and manage general workplace inventory

Executive Assistant Key Responsibilities include:

• Assist with presentation and report preparation
• Maintain filing systems
• Compose and type agendas and correspondence for special events, board meetings, committee meetings and development activities
• Provide routine accounting support for invoicing related activities
• Organize, plan and coordinate company events as required
• Assist Human Resources with health and safety and ensure compliance
• Manage the Executive’s calendar - arrange, coordinate and prioritise complex scheduling and logistics
• Manage, advise and respond to the Executive’s day to day requests (e.g. communications, queries, leadership responses, follow up etc.) ensuring that meetings are properly prepared for, key stakeholders are briefed and actions followed up upon
• Managing national and international travel logistics (flights, transfers, visas, passports) as requested
• Checking and processing Executive’s monthly expenses
• Provide support with ad-hoc projects when necessary

Key requirements:

• Ability to adapt and provide support in a fast-paced, customer-focused environment
• Fluency in English and high proficiency in German, both written and spoken
• Great communication and organizational skills, ability to multitask, and willingness to learn and grow
• Flexible, driven and team-oriented
• Ability to work under pressure, handle multiple tasks, and meet tight deadlines

What We Offer:

We offer a seat on the rocket ship of a dynamic team in a fast-growing company in the technology space.

• Working in a modern office in Ruggell
• International, friendly and inclusive multi-cultural environment with an employee well-being focus
• Learning and growth opportunities every day
• Sociable working environment with regular company events
• An exceptional pension fund plan
• Excellent social insurance benefits