Workplace Coordinator (all genders) Part-time 80%

Job overview
As Workplace Coordinator, you will combine office management with trusted executive support. You will create a welcoming, well-organized workplace while enabling the Executive to focus on leadership and business priorities through reliable and confidential support.

What you will do

Take ownership of smooth day-to-day office operations and maintain a professional, welcoming, and representative environment
Coordinate catering, office supplies, meeting-room readiness, visitor arrangements, internal activities, facilities, maintenance, cleaning, and external service providers
Act as the central point of contact for employees, visitors, building management, and service partners, ensuring a consistently positive workplace experience
Coordinate office events and team occasions, support health, safety, security, and workplace compliance, and identify practical improvements to employee satisfaction
Provide trusted and confidential day-to-day executive support, including calendar management, appointment coordination, and proactive resolution of scheduling conflicts
Organize leadership meetings, prepare agendas and materials, coordinate follow-up actions, format documents and presentations, and work effectively with internal and external stakeholders
Job Title
Workplace Coordinator (Part-Time 80%)
What you will need
Completed vocational training in office management, business administration, hospitality, or a comparable field
Relevant professional experience in office or workplace management and executive assistance, leadership support, or a comparable administrative role
Experience coordinating facilities, service providers, meetings, calendars, correspondence, presentations, reports, and meeting materials
Solid communication and stakeholder-management skills, with confidence interacting with senior leaders, employees, external partners, and service providers
Fluent English and German
What you will bring
Strong organizational and prioritization skills, with the ability to balance office management and executive support
A proactive, hands-on, structured, and solution-oriented way of working
A strong service mindset and genuine motivation to create a great experience for employees, leaders, and visitors
High levels of reliability, discretion, personal responsibility, and attention to detail
The ability to create structure, follow through dependably, and handle confidential and sensitive information professionally
Inclusivity
All genders
Workplace type
Hybrid