Office Manager & Executive Support

Job description

What are we looking for 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. Your 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 You are/have 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 Availability for work full-time on site Ideally available to start already on 1st of October 2026 What we offer This role provides a unique opportunity to be part of an international, high-end environment where service excellence and professionalism are at the heart of everything we do. You will work alongside a motivated and supportive team, benefit from a thorough induction, and be part of a collaborative and respectful workplace culture. We value openness, trust, and shared commitment, and offer you the chance to make a meaningful impact in a company with a clear mission: helping people achieve life lasting changes.