Office Manager & Executive Assistant to Country GM

AAG-P1-10

LOCATION: FRANKFURT AM MAIN

Typical office environment

The Office Manager & Executive Assistant (OM/EA) to the Country GM Germany ensures the smooth running of the German offices and provides high-level support to the Country GM.
The role focuses on office management, including office operations, vendor coordination, and event planning, while also acting as a liaison between internal teams and external stakeholders to streamline communication and workflow.
The OM/EA supports key projects, ensures compliance with policies, and maintains a productive, cost-effective office environment.
The ideal candidate will bring a proactive, solution-oriented approach to both office management and executive support, ensuring tasks are executed to the highest standard.

KEY RESPONSIBILITIES

Office & Vendor Management
•    Oversee the general upkeep and maintenance of the office to ensure a clean, safe, and functional work environment.
•    Manage vendor relationships, including creating and maintaining purchase orders, handling invoices, procurement requests, and assisting with year-end closing as applicable.
•    Maintain Service Agreements and vendor information, ensuring due diligence documentation for new vendors and renewals is complete and compliant with company policies.
•    Manage office access and seating arrangements, especially for new employees, and coordinate the hand-off of IT equipment.
•    Maintain inventory of office supplies and stationery, ensuring stock levels are appropriate.
•    Welcome and accommodate office visitors, vendors, and customers, ensuring security protocols are followed.
•    Handle incoming and outgoing mail and courier services.
•    Ensure compliance with Health & Safety standards and actively participate in related committees.
•    Other general office duties as assigned
 

Executive Support
•    Provide day-to-day administrative support to the Country GM Germany.
•    Manage calendars and provide meeting support, including arranging agendas, scheduling meetings, and coordinating participants.
•    Coordinate travel arrangements, including transportation and accommodation.
•    Prepare presentations and support projects with broad corporate scope or sensitive elements.
•    Act as liaison between the executives and internal/external stakeholders to ensure smooth communication.
•    Attend meetings as required, taking notes/minutes and following up on action items.
•    Provide ad-hoc support to the UDG Cluster VP
 

Event Planning & Coordination
•    Coordinate town halls, off-site meetings, and team-building activities.
•    Manage all elements of event planning including: Venue booking and guest invitations, transport planning and agenda development, ensuring appropriate technology support (audio-visual equipment)
 

Project Work and Ad-hoc support
•    Provide inter-departmental administrative support during expected or unexpected leaves or as workload fluctuates.
•    Proactively identify opportunities to streamline office operations and improve administrative processes.
•    Actively participate in the Health & Safety Committee and support related initiatives.
 

REQUIRED QUALIFICATIONS

•    Commercial vocational training (e.g., Bürokauffrau/-mann) or similar qualification.
•    Minimum of 3-5 years in office management and/or executive assistant roles, preferably in a pharmaceutical or healthcare environment.

•    Languages: Fluent in German and English.
•    Strong organizational and time management skills, with the ability to handle multiple tasks and prioritize effectively.
•    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with PO systems (SAP).
•    Excellent communication skills, both verbal and written.
•    Ability to work independently and proactively solve problems.
•    Strong attention to detail and commitment to confidentiality.
 

 

Additional Job Description:

Primary Location:

DE Frankfurt

Job Posting Date:

2025-01-15

Job Type:

Permanent