Job Description

Office Manager & Administrative Assistant (m/w/d)

Location: Frankfurt, Germany

Department: Corporate and Legal Solutions

Job Type: Permanent, Hybrid

Hours: Germany: 40 hours per week

We are looking for a new team member with immediate availability.

About the Role

We are seeking a proactive and organized Office Manager & Administrative Assistant to oversee the day-to-day operations of our Frankfurt office. This key role ensures a smooth and professional work environment, acting as the primary point of contact for facilities, IT, and office management. You will also support the Country Manager with administrative and operational tasks, helping drive efficiency and a positive workplace culture.

The ideal candidate is detail-oriented, a strong communicator, and thrives in a fast-paced setting. If you enjoy coordinating diverse office functions and want to contribute to a dynamic team in an international environment, this is an excellent opportunity to grow your career.

Some of the things you'll be doing

• Oversee daily office operations and reception, ensuring a professional and welcoming environment for staff and visitors.
• Manage office supplies and inventory, including groceries, to maintain adequate stock levels.
• Serve as the primary liaison for IT and facilities-related inquiries, coordinating with internal teams and external service providers.
• Coordinate with local property management and service vendors to maintain smooth operations.
• Assist the Country Manager with administrative tasks, including appointment scheduling, leave tracking, and managing team calendars (absences, anniversaries, events).
• Providing general administrative support to the legal and corporate teams.
• Provide operational support for client onboarding, incorporations, filings, and annual subsidiary updates, collaborating closely with operational teams.

What technical skills, qualifications, and experience do you need?

• Proven experience in office management or administration, preferably within corporate services, financial services, or a similar professional environment
• Strong organizational and multitasking skills with the ability to manage competing priorities effectively and keen attention to detail
• Strong communication skills with fluency in English and German, both written and spoken. Proficiency in additional languages is an advantage and may be required depending on client needs.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software or tools
• Solid understanding of facilities management, including coordination with property managers, vendors, and service providers to ensure smooth day-to-day office operations.
• Ability to handle confidential information with discretion and professionalism
• Excellent communication and interpersonal skills to interact confidently with staff, management, and external partners
• Knowledge of health and safety regulations and office compliance best practices is advantageous