Workplace Coordinator Part-time

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.

• Take ownership of smooth day-to-day office operations and maintain a professional, welcoming, and representative environment (requires being onsite 4 days per week)
• 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

• 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

• 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