München | Vollzeit

My client is the proprietary investment and consulting firm for an international group of institutional investors. With significant assets under management and a team of ten employees, the organization is in the process to invest and service the assets within a broad investment universe as well as provide consulting services to multiple international entities. Based on clear guidelines, the firm follows a sustainable, unrestricted long-term investment strategy within an institutional open architecture approach. To enhance the Munich-based team, I am looking for an experienced and highly motivated

Office Manager (m/f/d)


The Office Manager will organize and coordinate all office administration and procedures, in order to ensure that the business is run in a professional and efficient way. The job offers the unique opportunity to shape the position in an appealing office environment. The Office Manager will be part of a young and dynamic team of 10 professionals. The role requires a minimum of 30 hours per week spread across 4 or 5 days with flexibility on the working pattern (to be defined with the candidate)

Responsibilities include but are not limited to:

  • Greet and welcome guests as soon as they arrive at the office
  • Conduct telephone liaison and mail correspondence with stakeholders, investors, business partners and service providers
  • Manage calendars & agenda of executives and meeting rooms
  • Respond to inquiries and keep executives informed by identifying trends, tracking tasks & deadlines, and summarizing information
  • Plan and organize events and appointments for executives
  • Book and arrange travel, transportation and accommodation
  • Manage day-to-day office operations, maintain condition of the office, keep up with office supply inventory, and coordinate service providers
  • Process information in administrative systems (e.g. CRM-System)
  • Develop and implement new administrative systems (e.g. archive management)
  • Operate administrative activities including invoicing, bookkeeping
  • Translate and proofread multi-lingual communication (German, English, French optional)
  • Attend and keep records of meetings (optional)
  • Participate as needed in special projects (optional)

Key Skills and Experience:

  • University degree preferred or a relevant commercial education
  • Minimum five years of previous experience as executive assistant or similar field
  • Positive and friendly attitude, outstanding interpersonal skills and confident appearance
  • Profound experience in working abroad or in an international setup
  • Affinity for capital markets or related service sectors
  • Self-directed initiative taker with strong "get stuff done" skills
  • Compelling oral and written skills and ability to efficiently and effectively communicate at all levels
  • Excellent command of spoken and written English and German; French is a plus
  • Affinity to numbers
  • Proficiency in Microsoft Office suite and ability to learn company-specific software if required
  • Knowledge of administrative management practices and procedures
  • Flexibility and adaptability in a small, entrepreneurial and multi-national environment
  • Enthusiasm to tackle new challenges and to grow in a dynamic team
  • High level of integrity, discretion and dependability