Office Manager & Executive Support

The Role

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.

Key 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

Your Profile

• 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

Working Arrangement

Due to the client-facing and operational nature of the role, this is a fully on-site position.

Start Date

The successful candidate should ideally be available to start by 1 October 2026. An earlier start would be preferred to allow sufficient time for onboarding.