Office Manager & Executive Support

What are we looking for

We are seeking an experienced, highly organised and proactive Office Manager & Executive Support professional to join our practice specialising in mental health and addiction treatment.

This varied role combines office management, executive support, people leadership and cross-functional project coordination. It requires a service-oriented professional with a strong hospitality mindset who can manage competing priorities while maintaining the highest standards of confidentiality, accuracy and discretion.

Your Responsibilities

Oversee daily office operations, ensuring consistently high standards of service, professionalism and discretion

Manage office facilities, suppliers, equipment, maintenance, invoices and office-related budgets

Lead and coordinate the reception team, including scheduling, holiday coverage, performance oversight and service standards

Ensure a seamless and welcoming experience for clients, visitors and external partners, and escalate operational issues where necessary

Maintain office and reception procedures and support employee onboarding, offboarding and workplace arrangements

Provide administrative and organizational support to selected C-level executives and doctors. Manage calendars, business travel, correspondence, and other administrative requirements

Coordinate monthly leadership meetings, annual leadership workshops and team events, including presentations, documentation and logistics

Coordinate cross-functional projects—such as AI tool rollouts, office renovations and process-improvement initiatives—from planning through implementation

Maintain project plans, status reports, action trackers and decision logs, and provide regular updates to the Chief of Staff

Handle sensitive client, employee and business information with the highest level of confidentiality

You are/have

Proven experience in office management, executive support or a comparable operational role

Demonstrated experience managing a reception, front-office, guest-relations or comparable client-facing team

A strong hospitality and service mindset, with the ability to create a professional, welcoming and discreet environment

Demonstrated project-management experience, including the delivery of cross-functional projects

A bachelor’s degree in hospitality management, business administration or a related field, or an equivalent professional qualification

Fluent written and spoken German and English, with a minimum C1 level in both languages

Experience in luxury hospitality, private healthcare or another high-service environment would be a strong advantage

Highly

organised

and detail-

oriened

, with the ability to manage competing priorities and deadlines

Proactive and solution-oriented, with sound judgement and the ability to work independently

Excellent leadership, stakeholder-management, communication and interpersonal skills

Strong proficiency in Microsoft Office and experience using project-management tools

High levels of discretion, integrity, empathy and professionalism

Availability for work full-time on site

Ideally available to start already on 1st of October 2026

What we offer

This role provides a unique opportunity to be part of an international, high-end environment where service excellence and professionalism are at the heart of everything we do. You will work alongside a motivated and supportive team, benefit from a thorough induction, and be part of a collaborative and respectful workplace culture. We value openness, trust, and shared commitment, and offer you the chance to make a meaningful impact in a company with a clear mission: helping people achieve life lasting changes.