Descrizione della posizione

Main responsibilities:

• Provide high-level executive, administrative and logistical support to the Principal in a trusted, day-to-day capacity
• Actively support the setup, organisation and ongoing development of the Vienna office, helping to build structures and processes from the outset
• Diary and calendar management across multiple time zones (London and Vienna as a minimum), including sending correctly formatted invites, managing conflicts, and maintaining accuracy at all times
• Appointment booking, meeting coordination and general scheduling across professional and personal matters
• Travel coordination: booking and managing complex itineraries including flights, hotels, transfers and logistics across multiple cities
• Bookkeeping support: uploading receipts, processing invoices and bills, bank reconciliation, and working within Xero accounting software
• Supplier and service provider management: onboarding new suppliers, maintaining relationships, and handling day-to-day operational queries independently
• Oversee office operations and administrative workflows to ensure smooth daily execution
• Handle sensitive information with absolute confidentiality and professionalism

What you should bring:

• Proven experience as an Executive Assistant, Office Manager or in a comparable trusted support role
• Fluency in both German and English (spoken and written) is essential
• Strong organisational skills, attention to detail and a structured, hands-on working style
• Advanced MS Outlook and Excel
• Basic bookkeeping and accounting literacy. Candidate must have a solid understanding of fundamental concepts including invoices, bills, receipts, credit and debit entries, and basic reconciliation principles. Experience with Xero or equivalent cloud accounting software is a plus, but a sound conceptual foundation is essential and will be tested at interview
• Familiarity with Mac environment a plus
• Proactive and self-directed, able to anticipate needs, flag problems early, and take ownership without waiting to be told
• Ability to work independently, take initiative and manage priorities in a dynamic environment
• High level of discretion, integrity and personal maturity when handling confidential matters
• Interest in contributing long-term to an entrepreneurial, family-office-style environment and growing with the role