Office Manager & Executive Assistant
Date: Dec 4, 2023
Location: Berlin, DE, 10176
Company: Optimizely
Optimizely is focused on unlocking the boundless potential of our clients and employees. We are a category leader in Digital Experience Platform (DXP) and have the pleasure of serving over 9,000 brands, from global organizations such as Visa, Sky, Yamaha, and Wall Street Journal to tech innovators like Atlassian DocuSign, FitBit, and Zillow. Optimizely fosters an inclusive and diverse culture with a global team of 1500+ people spread across the US, Europe, Dubai, Australia, Singapore, Bangladesh, and Vietnam. Our unique work environment focuses on flexibility, trust, teamwork, diversity, and moving fast.
We genuinely believe that our people make all the difference, and once we find the best talent, we go out of our way to nurture them. If you are looking to work on the next generation of digital technologies in a fast-paced and growing environment with industry leaders, Optimizely is the place for you!
Introduction
As the Office Manager for our Berlin workspace, you'll be the go-to person for keeping things running smoothly. Reporting to Real Estate & Workplace Operations, you'll be the right hand to our General Manager, providing top-notch administrative support to our office.
Your role covers various tasks like making sure guests feel welcome, managing office operations (including snacks), and organizing internal and external events. You'll also handle basic tech support. This job needs strong organizational skills, teamwork, and transparency, giving you exposure to all levels of our organization.
Looking for someone with senior skills, confident in negotiations, extremely reliable, available Mon-Fri, able to make quick decisions, and independently reach conclusions in research. If you thrive in a fast-paced environment and want to contribute to improving the employee experience at Optimizely, we'd love to have you on our team!
Location and Working Hours:
This is a full-time on-site position (Mon-Fri, 09:00 – 18:00 CET) and our office location is: Wallstraße 59, 10179 Berlin, Germany.
Job Responsibilities
As the Office Manager you will:
- Welcome visitors warmly, embodying the friendly face of Optimizely
- Ensure daily office cleanliness and organization, including tech in conference rooms
- Be the go-to person for all workplace matters
- Support the Managing Director as an Executive Assistant, handling calendars and travel
- Take the lead on Employee Health and Safety, participating in Emergency Action Planning
- Liaise with building management, superintendents, and security
- Manage office and kitchen supplies, including ordering and stocking
- Coordinate office maintenance tasks, update the REWO OPEX Portfolio, and handle shipping & receiving
- Assist with event coordination and maintain physical security access badges
- Provide basic IT support, including password resets, hardware troubleshooting, and video conferencing assistance
Knowledge and Experience
- Preferably, you have experience in office management and basic tech skills
- Fluent in German (C1) and at least proficient in English (B1)
- We seek individuals who are organized, customer-focused, reliable, and self-motivated
- Ability to work independently and as part of a team with a professional and mature approach
- Comfortable setting up and optimizing workflows, embracing technology, and eager to learn
- Strong organizational and communication skills with attention to detail
- Exceptional interpersonal skills: confidence in negotiations, positive attitude, friendly, and professional
- Quick and confident in decision-making under stress, responsible with good time management
- Passionate about learning new skills and taking on challenges
Education
High School Diploma or Equivalent
Competencies
Optimizely is committed to a diverse and inclusive workplace. Optimizely is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.
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