Executive & Office Specialist

Job description

MEET DEEPL DeepL is a global AI product and research company focused on building secure, intelligent solutions to complex business problems. Over 200,000 business customers and millions of individuals across 228 global markets today trust DeepL's Language AI platform for human-like translation, improved writing and real-time voice translation. Founded in 2017 by CEO Jaroslaw “Jarek” Kutylowski, DeepL now has around 1,000 passionate employees and is supported by world-renowned investors including Benchmark, IVP, and Index Ventures. Our goal is to become the global leader in trusted, intelligent AI technology, building products that drive better communication, foster connections, and create a meaningful impact. To achieve this, we need talented people like you to join our journey. If you’re ready to shape the future of AI and grow your career in a fast-moving, purpose-driven environment, DeepL is your next destination. WHAT SETS US APART What sets us apart is our blend of cutting-edge AI technology, meaningful work, and a culture where people truly thrive. We’re a team of innovators, researchers, and creators driven by a shared purpose to unlock human potential by making work simpler, smarter, and more connected. When we share what it’s like to work at DeepL, the reactions are overwhelmingly positive. This might be because of our technology that helps millions of people and businesses communicate and work better every day, or because of the trust, curiosity, and care that shape our culture. What we know for sure is this: being part of DeepL means joining a team dedicated to innovation, growth, and well-being. Discover more about life at DeepL onLinkedIn https://www.linkedin.com/company/deepl/,Instagram https://www.instagram.com/deepl_official/, and our Blog https://www.deepl.com/en/blog. MEET THE TEAM BEHIND THIS JOURNEY As an Executive & Office Assistant, US, you will provide comprehensive support to the US VP Sales while helping ensure the smooth day-to-day operations of our US offices. This role requires working in the office four days per week to provide hands-on support and maintain a strong workplace experience. Working under minimal supervision, you will exercise sound judgment in scheduling and task prioritization and ensure seamless communication across internal and external stakeholders. YOUR RESPONSIBILITIES Your performance will be measured by your ability to drive operational efficiency and enhance the productivity of the leader you support through the following: Office Assistant scope (70% of the role): - Visitor & Access Management: Administer office access and guest card via designated systems; establish and maintain regional guidelines for visitor protocols. - Office Management & Support: Oversee office operations in Austin, NYC & San Francisco including mail handling, local procurement and health & safety processes. Provide general office assistance, proactively drive office improvements and experience touchpoints, support with office MAC (moves, adds, changes) logistics. - Time Zone & Meeting Alignment: Demonstrate a high degree of flexibility, including willingness to occasionally attend team meetings outside of traditional hours. - Vendor & Project Management: Manage vendors and projects related to the office. - Invoicing and Budget: Process office-related invoices and manage budgets aligned with the office global team. - Office Events: Coordinate & support local and global events, handle catering logistics, and assist with event bookings. - Amplify company messaging: Actively champion and amplify regional/company initiatives across internal and external channels, fostering visibility and inclusion of global programs. - Office Related Request/Ticket Management: Manage and resolve office-related requests submitted through Jira, ensuring timely resolution and updates. - Onboarding & Offboarding Logistics Support: Work with global office team, local IT and People team to manage off- and on-site logistics. Executive Assistant scope (30% of the role): - Calendar & Communication Management: Independently manage the US VP Sales dynamic calendar, resolving scheduling conflicts with minimal guidance. Organize communications between the VP & stakeholders on multiple platforms to facilitate faster decision-makings. - Presentation & Material Management: Create and edit visually compelling presentations that align with the leader’s specific messaging and corporate branding. - Meeting/Event Management: Prepare, coordinate and moderate meetings hosted by VP, or other internal/external meetings requested. Collaborate with wider EA team and support tracking action items to ensure timely follow-up. - Travel & Expense Management: Coordinate domestic and international travel logistics and maintain meticulous expense reconciliation in strict compliance with company policies. - Confidentiality: Handle highly sensitive and confidential information with the utmost integrity and discretion. QUALITIES WE LOOK FOR - Problem Solving: Ability to handle projects of moderate scope by exercising independent judgment within defined practices. - Navigating Ambiguity: Comfortably manages shifting priorities during periods of uncertainty. - Business Acumen: A baseline understanding of the department’s technical functions, including terminology, team structures, workflows, and strategic priorities. - Relationship Building: Ability to maintain professional relationships with leads across the entire organization. - First Point of Contact: Serve as a reliable first point of contact for departmental inquiries and coordinate large-scale meetings involving external guests. - Reporting: Capability to offer standard professional advice and prepare initial reports for review by senior team members. - Process Improvement: Demonstrate Growth Mindset and proactively identifies areas for efficiency gains through feedback, surveys, and emerging technologies including AI tools. Consider & propose solutions, including the use of automation and AI models to drive innovation. - Fluency in English (reading, writing, and spoken communication). - Advanced business-level English (reading, writing, and spoken communication). - Bachelor’s degree (BA) or equivalent work experience. - Proficiency in Google Workspace and Mac-based business applications, with the ability to manage technical setup and provide hands-on support for meetings. WHAT WE OFFER - Diverse and internationally distributed team: joining our team means becoming part of a large, global community with people of more than 90 nationalities. We're more than just colleagues; we're a group of professionals with a shared mission to connect diverse cultures. Our global presence is growing–we've doubled in size nearly every year, with our employees based in the UK, Germany, the Netherlands, Poland, the US, and Japan, and we continue to expand our network. - Open communication, regular feedback: as a language-focused company, we value the importance of clear, honest communication. We value smooth collaboration, direct and actionable feedback, and believe that leading with empathy and growth mindset makes us better together. - Hybrid work, flexible hours: we offer a hybrid work schedule, with team members coming into the office twice a week. This allows you to engage directly with your team and experience the unique energy of our workspace, while still enjoying the flexibility and comfort of working from home. With flexible working hours and trust in your productivity, we are in sync with your team’s general locations and time zones to foster effective and seamless collaboration. - Virtual Shares - An ownership mindset in every role. We believe everyone should share in our success, and that’s why every employee receives Virtual Shares, linking your contribution directly to DeepL’s growth and rewarding you with a stake in our future. - Regular in-person team events: we bond over vibrant events that are as unique as our team, from local team and business unit gatherings, to new-joiner onboardings, to company-wide events that bring us all together–literally. - Monthly full-day hacking sessions: every month, we have Hack Fridays, where you can spend your time diving into a project you're passionate about and get the opportunity to work with other teams–we value your initiatives, impact, and creativity. - 30 days of annual leave: we value your peace of mind. With 30 days off (excluding public holidays) and access to mental health resources, we make sure you're as strong mentally as you are professionally. - Competitive benefits: just as our team spans the globe, so does our benefits package. We've crafted it to reflect the diversity of our team and tailored it to align with your unique location, to ensure you feel supported every step of the way. If this role and our mission resonate with you, but you're hesitant because you don't check all the boxes, don't let that hold you back. At DeepL, it's all about the value you bring and the growth we can foster together. Go ahead, apply—let's discover your potential together. We can't wait to meet you! WE ARE AN EQUAL OPPORTUNITY EMPLOYER You are welcome at DeepL for who you are - we appreciate authenticity here. Our product is for everyone, and so is our workplace. The more voices we have represented and amplified in our business, the more we will all succeed, contribute, and think forward! So bring us your personal experience, your perspectives, and your background. It’s in our diversity that we will find the power to break down language barriers in the world.