office manager executive assistant

<div><div><div><div>United States - Utah</div>
</div><div><div>Business management, administration and support
</div></div><div><div>Global Wealth Management
</div></div><div><p><b>Job Reference #</b></p>
<div>338403BR</div>
</div><div><p><b>City</b></p>
<div>Salt Lake City</div>
</div><div><p><b>Job Type</b></p>
<div>Full Time
</div></div><div><p><b>Your role</b></p>
<div>The Executive Assistant &amp; Office Coordinator is critical to ensuring the effective coordination of executive priorities and day-to-day office operations. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, executive-facing environment.<br>
<br>
This is an in-office role based in the Salt Lake City headquarters and requires regular on-site presence to support business and leadership needs.<br>
<br>
Key Responsibilities:<br>
<br>
Office Operations &amp; Coordination<br>
<ul><li>Serve as a key operational contact for the UBS Bank USA Salt Lake City headquarters office.</li><li>Coordinate office operations, including visitor management, seating arrangements, executive meeting logistics, and general administrative support.</li><li>Partner with Facilities, Security, and the Salt Lake City management team to ensure smooth and efficient office operations.</li><li>Support broader office management activities, including oversight of supplies, equipment, and workspace organization.</li></ul><br>
Executive &amp; Governance Support<br>
<ul><li>Provide administrative support to the Head of Governance, including calendar management, meeting preparation, and coordination of priorities.</li><li>Coordinate management committee and governance-related meetings, including scheduling, attendee tracking, materials preparation, and logistics, as needed.</li></ul><br>
Meetings, Events &amp; Executive Engagement<br>
<ul><li>Assist in planning and coordinating onsite leadership meetings, town halls, and executive visits.</li><li>Provide on-site support for the visiting senior executives (CEO, President), ensuring a seamless experience during visits to Salt Lake City.</li></ul><br>
Administrative &amp; Operational Support<br>
<ul><li>Manage procurement requests, including approval and coordination of office supplies and equipment purchasing.</li><li>Coordinate travel arrangements and expense reporting for the Head of Governance.</li><li>Maintain and administer filing systems (electronic and manual), ensuring accuracy, accessibility, and compliance with organizational policies.</li><li>Handle incoming communications, including calls and mail, with professionalism and discretion.</li></ul>
Perform and coordinate routine and specialized administrative tasks as needed to support business priorities</div>
</div><div><p><b>Your team</b></p>
<div>The Executive Assistant &amp; Office Coordinator provides high-level administrative and operational support to the Head of Governance for UBS Bank USA, within the Office of the President. This is an in-office role based in the Salt Lake City headquarters and requires regular on-site presence to support business and leadership needs.</div>
</div><div><p><b>Your expertise</b></p>
<ul><li>Bachelor&rsquo;s degree preferred.</li><li>Ideally 5+ years of administrative or executive support experience, preferably in a financial services or corporate environment.</li><li>Advanced proficiency in Microsoft Office Suite, with strong PowerPoint skills required.</li><li>Exceptional organizational and time management skills, with strong attention to detail.</li><li>Proven ability to manage multiple priorities, work under pressure, and meet deadlines.</li><li>Strong problem-solving skills with the ability to proactively identify issues and implement solutions.</li><li>Demonstrated initiative and ability to work independently with minimal supervision.</li><li>High level of discretion, professionalism, and sound judgment in handling confidential information.</li><li>Excellent interpersonal and communication skills, with a collaborative and positive team-oriented mindset.</li></ul>
</div><div><p><b>About us</b></p>
<div>UBS is a leading and truly global wealth manager and the leading universal bank in Switzerland. We also provide diversified asset management solutions and focused investment banking capabilities. Headquartered in Zurich, Switzerland, UBS is present in more than 50 markets around the globe.<br>
We know that great work is never done alone. That&rsquo;s why we place collaboration at the heart of everything we do. Because together, we&rsquo;re more than ourselves. Want to find out more? Visit ubs.com/careers.</div>
</div><div><p><b>How we hire</b></p>
<div>We may request you to complete one or more assessments during the application process. Learn more</div>
</div><div><p><b>Join us</b></p>
<div>At UBS, we know that it's our people, with their diverse skills, experiences and backgrounds, who drive our ongoing success. We&rsquo;re dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. And we use artificial intelligence (AI) to work smarter and more efficiently. We also recognize that great work is never done alone. That&rsquo;s why collaboration is at the heart of everything we do. Because together, we&rsquo;re more than ourselves.<br>
We&rsquo;re committed to disability inclusion and if you need reasonable accommodation/adjustments throughout our recruitment process, you can always contact us.</div>
</div><div><p><b>Disclaimer / Policy statements</b></p>
<div>UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.</div></div></div></div><div></div>

Executive Assistant & Office Coordinator

AdaptHealth

<div>Description:
<p><b>
Position Summary:</b></p><p>
The Senior Executive Assistant (EA), C Suite &amp; Office Operations Manager provides high level executive support to multiple C Suite leaders while overseeing the daily operations of AdaptHealth&rsquo;s NYC Executive Office. This role blends advanced administrative leadership with operational management, ensuring the executive workplace functions efficiently, professionally, and in alignment with organizational priorities. The EA serves as a central coordination point for executive needs, office logistics, vendor relationships, and cross functional communication. Operating in a fast paced, high visibility environment, this position requires exceptional judgment, proactive problem solving, and the ability to manage complex priorities with discretion. This role is a hybrid position; in person in the NYC Executive Office based on business need. Reports to the Senior Executive Assistant, CEO Office.</p><p><b>
Essential Functions and Job Responsibilities:</b></p><p>
Executive Support</p><ul><li>
Lead complex calendar and priority management across multiple C Suite executives, ensuring alignment, efficiency, and readiness for all commitments.</li><li>
Act as the primary liaison for internal and external inquiries, exercising exceptional professionalism, confidentiality, and judgment.</li><li>
Prepare, refine, and organize briefing documents, executive summaries, presentations, and strategic materials.</li><li>
Proactively anticipate needs, resolve scheduling challenges, and ensure executives are equipped with the necessary information and resources.</li><li>
Maintain organized executive files and workflows to support seamless operations.</li></ul><p>
Office Operations Management</p><ul><li>
Oversee day to day operations of the NYC Executive Office, ensuring a professional, efficient, and well supported workspace.</li><li>
Manage vendor relationships&mdash;including facilities, IT support, building management, catering, and office services&mdash;and ensure quality execution of service agreements.</li><li>
Maintain office supply inventory, oversee procurement, and manage budget-conscious purchasing decisions.</li><li>
Serve as the on site operational lead, coordinating timely solutions to office, facility, or workspace issues.</li><li>
Oversee logistics for onsite visitors, new hires, and traveling executives, ensuring workspace readiness and a positive guest experience.</li><li>
Support compliance with facility and security requirements, including access coordination and building protocols.</li></ul><p>
Collaboration &amp; Communication</p><ul><li>
Serve as a key liaison between C Suite executives, internal teams, board members, and external partners, ensuring accurate and timely communication of priorities.</li><li>
Draft and route correspondence, manage follow ups, and maintain alignment across executive stakeholders.</li><li>
Partner closely with the Senior Executive Assistant and broader EA team to ensure integrated and consistent support across the C Suite.</li></ul><p>
Meeting &amp; Event Coordination</p><ul><li>
Coordinate leadership and cross functional meetings, including agenda creation, material preparation, minutes capture, and action item tracking.</li><li>
Organize and support NYC-based executive events, leadership sessions, and onsite programming.</li><li>
Assist with board meeting preparation, including materials, logistics, and scheduling.</li></ul><p>
Travel &amp; Expense Management</p><ul><li>
Arrange domestic and international travel&mdash;including flights, accommodations, ground transportation, and detailed itineraries&mdash;for multiple C Suite leaders.</li><li>
Ensure timely and compliant submission, reconciliation, and tracking of executive expenses.</li></ul><p>
Project Support</p><ul><li>
Support special projects through research, data collection, analysis, and report preparation.</li><li>
Track milestones, deadlines, and project deliverables to ensure timely progress and follow through.</li><li>
Maintain adherence to regulatory and privacy requirements, including HIPAA compliance.</li><li>
Maintains patient confidentiality and functions within the guidelines of HIPAA.</li><li>
Completes assigned compliance training and other education programs as required.</li><li>
Maintains compliance with AdaptHealth's Compliance Program.</li><li>
Performs other related duties as assigned.</li></ul><p>
Competency, Skills and Abilities:</p><ul><li>
Exceptional organizational and time management skills</li><li>
Strong written/verbal communication; proficiency in Microsoft Office Suite</li><li>
High discretion, multitasking under pressure, analytical problem-solving</li><li>
Proactive, adaptable in fast-paced settings</li><li>
Leadership-oriented, resourceful and capable of navigating ambiguity</li><li>
Results-driven, committed to continuous improvement</li></ul>
Requirements:
<p><b>
Education and Experience Requirements:</b></p><ul><li>
Bachelor's degree in Business Administration, Communications, or related field preferred</li><li>
Minimum 5 years executive assistant experience, preferably healthcare/corporate</li></ul><p><b>
Physical Demands and Work Environment:</b></p><ul><li>
Work environment may be stressful at times, as overall office activities and work levels fluctuate</li><li>
Must be able to bend, stoop, stretch, stand, and sit for extended periods of time</li><li>
Subject to long periods of sitting and exposure to computer screen</li><li>
Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use</li><li>
Must be able to lift 30 pounds as needed</li><li>
Excellent ability to communicate both verbally and in writing</li><li>
May be exposed to angry or irate customers or patients</li></ul></div>

Senior Executive Assistant, C-Suite & Office Operations Manager

East Coast Plumbing & HVAC, Inc.

<p><b>Overview</b><br/>We are seeking a dynamic and highly organized Executive Assistant/Office Manager to join our team. This vital role combines executive administrative support with comprehensive office management, ensuring smooth daily operations and seamless coordination across departments. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a positive attitude. This position offers an exciting opportunity to contribute to our company's growth while supporting leadership and maintaining an efficient office atmosphere.</p><p><b>Responsibilities</b></p><ul><li>Provide high-level administrative support to executives, including scheduling meetings, and coordinating appointments using tools like Microsoft Outlook Calendar and Teams.</li><li>Handle some travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.</li><li>Manage office operations by overseeing supply inventory, coordinating maintenance services, and ensuring a welcoming front desk environment with professional phone etiquette.</li><li>Organize and plan company events, meetings, and team-building activities through event planning expertise.</li><li>Maintain accurate records through data entry, filing systems, some bookkeeping, and document proofreading for accuracy.</li><li>Assist with project coordination by tracking deadlines, preparing reports, and supporting cross-departmental initiatives, on boarding new staff etc.</li><li>Perform clerical duties such as answering multi-line phone systems, transcribing notes, performing data entry tasks, and managing correspondence via email and DocuSign.</li></ul><p><b>Requirements</b></p><ul><li>Proven experience in an executive assistant or office management role with strong administrative background.</li><li>Exceptional organizational skills with the ability to prioritize tasks efficiently in a busy environment.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and familiarity with Microsoft Outlook Calendar.</li><li>Experience with bookkeeping software such as QuickBooks or NestSuite and basic accounting principles.</li><li>Excellent communication skills with professional phone etiquette and customer service experience.</li><li>Strong keyboard skills along with transcription and proofreading abilities to ensure accuracy of documents.</li><li>Demonstrated ability to handle confidential information discreetly while managing multiple responsibilities simultaneously.</li><li>Office experience including front desk duties, filing systems, data entry, and managing multi-line phone systems is preferred. Join us to be part of a vibrant team where your organizational talents will keep our office running smoothly while supporting our leadership&rsquo;s strategic goals!</li></ul><p>Pay: $65,000.00 - $75,000.00 per year</p><p>Benefits:</p><ul><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Referral program</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

Executive Assistant/Office Manager

Sedron Technologies

<div><p><b>Sedron Technologies is hiring a talented Executive Assistant &amp; Office Manager to work at our Chicago, IL location!</b></p><p></p><p><br>
Sedron is a leading provider of circular waste management technologies for agricultural manure and municipal biosolids processing, deploying facilities across several North American regions. Since its founding in 2014, Sedron has pioneered innovative solutions, including the patented Varcor&reg; system, to transform waste into clean water, organic fertilizer, and carbon-negative commodities. With strong engineering expertise, Sedron&rsquo;s processes reduce nutrient pollution, lower operational expenses, and promote sustainability at a fraction of traditional costs.</p><p></p><p><br>
Sedron Technologies is seeking a highly organized, proactive, and adaptable Executive Assistant &amp; Office Manager to support the executive leadership team and oversee day-to-day office operations in Chicago. This role serves as a central coordination point for executive scheduling, board and external communications, meeting logistics, presentation and document preparation, administrative operations, and special projects.</p><p></p><p><br>
The ideal candidate is detail-oriented, resourceful, and capable of operating effectively in a fast-paced and evolving environment with shifting priorities and occasional ambiguity. This individual must demonstrate sound judgment, a high degree of discretion, and the ability to independently manage sensitive information, executive communications, and cross-functional coordination efforts.</p><p></p><p><br>
This role is well suited for someone who enjoys balancing executive support, operational coordination, office management, and light project management responsibilities while helping create structure and momentum across the organization.</p><p></p><p><br>
Because we design, build, commission, and operate our technologies, we are looking for individuals who can meet the following essential functions of the position:</p><br>
<p></p><ul><li>
Support executive leadership with coordination and tracking of key initiatives, action items, and cross-functional projects</li><li>
Assist with preparation and coordination of board materials, executive communications, and confidential business documentation</li><li>
Help drive follow-through on executive priorities by coordinating meetings, deliverables, and stakeholder communication</li><li>
Provide administrative and operational support for strategic initiatives and special projects as needed</li><li>
Anticipate executive and organizational needs, proactively identifying gaps, risks, or scheduling conflicts before they arise</li><li>
Demonstrated ability to operate effectively in a dynamic, fast-paced environment with evolving priorities and limited structure</li><li>
Strong problem-solving skills with the ability to exercise independent judgment and discretion</li><li>
High level of professionalism and emotional intelligence when interacting with executives, board members, partners, and employees</li><li>
Experience supporting confidential executive or board-level communications preferred</li><li>
Strong coordination and organizational skills with the ability to manage multiple concurrent tasks and deadlines</li></ul><p></p><p><br>
This position allows for growth and career progression to be determined by performance, certifications, and supervisor discretion.</p><p></p><p><b><br>
BENEFITS</b></p><ul><li>
Multiple medical, dental, and vision insurance options to keep you feeling your best</li><li>
401(k) with employer matching</li><li>
Generous paid time off and paid holidays (plus 2 floating holidays to use your way)</li><li>
Disability, Life, and AD&amp;D Insurance</li><li>
FSA and HSA options with employer contributions</li><li>
Tuition reimbursement &mdash; we invest in your growth</li><li>
Casual work attire &mdash; no suits required (unless that&rsquo;s your thing)</li></ul><p></p><p><b><br>
EDUCATION/EXPERIENCE</b></p><ul><li>
Associate&rsquo;s or Bachelor&rsquo;s degree in Business Administration, Communications, Office Management, or a related field preferred</li><li>
5+ years of experience supporting executives, office operations, or corporate administration in a professional environment</li><li>
Experience supporting executive leadership within engineering, manufacturing, technology, or industrial organizations</li><li>
Familiarity with office facilities management</li><li>
Experience with collaboration and project management tools such as Teams, SharePoint, or similar platforms</li><li>
Experience managing calendars, travel coordination, and scheduling across multiple stakeholders and time zones</li><li>
Demonstrated ability to manage multiple priorities with strong attention to detail and follow-through</li><li>
Excellent written and verbal communication skills</li><li>
Strong organizational, scheduling, and coordination capabilities</li><li>
Proficiency with Microsoft Office Suite, including PowerPoint, Excel, Outlook, and Word</li><li>
Experience preparing executive-level presentations and business documents</li><li>
Ability to exercise sound judgment, professionalism, and discretion with confidential information</li><li>
Self-motivated and capable of working independently in a fast-paced environment</li><li>
Minimum requirement for all positions is a high school diploma or GED</li><li>
Must have effective verbal, reading, and written communication skills in the English language</li></ul><p></p><p><b><br>
ADDITIONAL INFORMATION</b></p><ul><li>
Compensation for this role is between $84,000 - $115,000 annually</li></ul><p></p><p><br>
This role may qualify for a discretionary bonus, recognizing outstanding contributions to team and company success</p><p>
In compliance with state and local pay transparency laws, the expected compensation for this role is shared above. The range provided is Sedron&rsquo;s estimate of the base compensation for this role and the final offer will be based on job-related and non-discriminatory factors such as experience, skills, and geographic location. Compensation may be adjusted within this range to reflect regional cost-of-living differences in states where Sedron is hiring.</p><p></p><p><b><i><br>
Must be a US Citizen or legal permanent resident for this position. We are unable to sponsor any employment visas.</i></b></p><p></p><p><i><br>
We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. This is a non-safety sensitive role and all applicants will be subject to applicable pre-employment drug testing and a background check after receiving a conditional offer of employment.</i></p><p></p><p><br>
Not sure you meet all the qualifications? We encourage you to still apply! We&rsquo;ll review your application and may have training opportunities or other positions available.</p><p></p><p><i><br>
Sedron Technologies is an Equal Opportunity Employer. Sedron Technologies does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation, marital or familial status, physical or mental disability, genetic information, age, retaliation, veteran/military service status, or any other legally protected status. </i>Sedron Technologies is an EEO/AA/M/F/Disabled/Veteran/E-Verify/Drug-Free Employer. To view the E-Verify Right to Work poster in English or Spanish, <b>click here</b>.</p></div>

Executive Assistant & Office Manager

Amherst College

<div><p>Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.</p><p></p><p><b>
Job Description:</b></p><p></p><p>
Amherst College invites applications for the Executive Assistant and Operations Coordinator position. The Executive Assistant and Operations Coordinator is a full-time, in-person, year-round position based in Boston, MA. The expected salary range for this job opportunity is: $95,000 to $110,000 per year.</p><p></p><p>
The salary offered will vary based on a number of factors, including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business considerations. Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Click here for Benefits Information.</p><p></p><p>
The Executive Assistant and Operations Coordinator provides high-level administrative and operational support to the Investment Office of Amherst College, a leading higher education institution. This role ensures efficient office operations, coordinates executive and investment team activities, provides basic technical support, and assists with the management of internal systems, data, and materials production. The position requires exceptional organizational skills, discretion, numeracy, tech savvy, and the ability to manage multiple priorities in a fast-paced, collaborative environment.</p><p></p><p><b>
Summary of Responsibilities:</b></p><p></p><p>
Executive and Administrative Support</p><p></p><ul><li>Provide a highly professional level of administrative support to the Investment Office, maintaining strong working relationships with internal stakeholders across the institution.</li><li>Proactively manage calendars and coordinate meetings for members of the investment team.</li><li>Arrange domestic and international travel, including flights, hotels, and itineraries, ensuring efficiency and alignment with team preferences.</li><li>Prepare and submit accurate and timely expense reports for investment team members.</li><li>Coordinate onboarding for new team members, including seasonal interns, ensuring access to systems, materials, and office resources.</li><li>Provide support for select events, including board retreats and internal office gatherings.</li></ul><p></p><p>
Operations and Data Management Support</p><p></p><ul><li>Support the operations team by systematically retrieving manager reports from external portals and organizing them within the office&rsquo;s internal data management and CRM systems using appropriate tagging and filing conventions.</li><li>Monitor and manage the shared team email inbox, categorize incoming correspondence, and escalate high-priority items to the appropriate team members.</li><li>Willingness to learn web-based software tools and facilitate data uploads.</li></ul><p></p><p>
Technology and AI Support</p><p></p><ul><li>Identify opportunities to improve processes and operational efficiency, including recommendations for the use of technology and automation tools.</li><li>Provide first-level technical support to the investment team by troubleshooting basic technology issues and coordinating with internal IT and external service providers to ensure timely resolution.</li><li>Explore and evaluate emerging technology and AI tools that may enhance workflow efficiency and office productivity, and provide recommendations for implementation.</li></ul><p></p><p>
Material Preparation
</p><p></p><ul><li>Support the preparation of presentations, reports, and other materials as needed, ensuring accuracy and timely delivery. Will require proficiency with PowerPoint and Excel.</li></ul><p></p><p>
Office Management</p><p></p><ul><li>Serve as the primary point of contact for visitors and guests to the office.</li><li>Maintain a professional and organized workspace by monitoring and ordering office supplies as needed.</li><li>Manage relationships with vendors and service providers and ensure timely processing of invoices for office utilities, subscriptions, and services.</li></ul><p></p><p>
Special Projects</p><p></p><p><b>
Qualifications:</b></p><p></p><p>
Required</p><ul><li>
Associate&rsquo;s Degree.</li><li>
3 to 5 years of related experience.</li><li>
Equivalent work experience in lieu of minimum education and related experience.</li><li>
Candidates with fewer than 5 years of experience must demonstrate advanced proficiency in core job functions.</li><li>
Successful completion of required reference and background checks.</li><li>
An acceptable criminal offender records information (CORI) check.</li></ul><p></p><p>
 <b>Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted.</b><b> </b><b><i>(Current employees and students should apply by clicking on the Jobs Hub icon from their Workday home screen.) </i></b>Review of applications will begin immediately and will continue until the position is filled. Amherst College is committed to an inclusive hiring process and will provide reasonable accommodations for candidates throughout the application and interview process upon request.</p><p></p><p><i>
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.</i></p></div><p></p>

Executive Assistant and Operations Coordinator - Boston, MA

Nevada's Finest Properties LLC

<p>Company Overview<br/>Nevada's Finest Properties LLC has proudly celebrated over 20 years of delivering exceptional customer service in HOA management, real estate, and property management. We are dedicated to fostering growth and providing opportunities for our team members to advance their careers within a dynamic and supportive environment.</p><p>Job Overview<br/>We are seeking an energetic and highly organized Executive Assistant/Office Manager to join our team. This vital role combines administrative excellence with office management, ensuring smooth daily operations while supporting executive leadership. The ideal candidate will thrive in a fast-paced setting, demonstrating exceptional multitasking skills, attention to detail, and a proactive approach to office coordination. Responsibilities</p><ul><li>Manage calendar scheduling, including appointments, meetings, and events using Microsoft Outlook Calendar and other tools.</li><li>Provide comprehensive executive administrative support, including email correspondence, document proofreading, transcription, and data entry</li><li>Coordinate project activities related to HOA management and real estate operations to ensure timely completion</li><li>Oversee office management duties such as filing, front desk reception, phone etiquette handling multi-line phone systems, and maintaining office supplies</li><li>Organize event planning logistics for company meetings, client events, or community outreach initiatives</li><li>Maintain professional communication with clients, vendors, and team members through excellent customer service skills</li></ul><p>Requirements</p><ul><li>Proven experience in administrative support or office management roles with a strong background in clerical tasks</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and data entry systems</li><li>Excellent organizational skills with the ability to prioritize tasks effectively in a busy environment</li><li>Strong typing skills along with transcription and proofreading capabilities</li><li>Experience with project coordination and event planning is highly desirable</li><li>Exceptional phone etiquette skills and ability to handle multi-line phone systems professionally</li><li>Knowledge of office equipment such as fax machines, scanners, and office software like DocuSign for electronic signatures</li><li>Ability to manage calendar schedules efficiently</li><li>Previous experience supporting executives or personal assistants is preferred</li></ul><p>Join our team to be part of a vibrant company that values growth, excellence, and outstanding service. If you are motivated by organization, thrive on multitasking, and want to contribute to a thriving business environment&mdash;apply today!</p><p>Pay: $50,037.00 - $70,259.61 per year</p><p>Benefits:</p><ul><li>Health insurance</li><li>Paid time off</li></ul><p>Work Location: In person</p>

<div><b>Executive Assistant &amp; Office Manager (d/f/m)</b><div></div><div><br>
At DHL Data &amp; AI, our team&rsquo;s purpose is to unleash the power of data science, drive cross-Business Unit AI solutions, foster a data-driven culture, and accelerate digitalization within DHL Group. Our support covers everything from project ideation to deployment, ensuring seamless integration. We also champion initiatives like Group-wide Data &amp; Analytics governance, technology incubation, training, and community building for sustainable analytics integration in DHL Group's long-term strategy by advancing Data &amp; AI and driving digitalization across the organization.</div><div><br>
</div><div>
DHL Data &amp; AI is a Global Business Service Line in DHL Group, focusing on leveraging data to create business value. We are a dynamic, innovative, and diverse team with approximately 100 talented professionals, including Data Engineers, Cloud Engineers, DevOps Engineers, Data Scientists, and Architects.<br>
</div><div></div><br>
<div>DHL Group is the leading mail and logistics service provider for the world. As one of the planet&rsquo;s largest employers operating in over 220 countries and territories, we see the world differently. Join our team and discover how an international network that&rsquo;s focused on service, quality, and sustainability is able to connect people and improve lives through the power of global trade. And not just for our customers, but for every member of our team, too!<br>
</div><div></div><br>
<div>Join us as an <b>Executive Assistant &amp; Office Manager (d/f/m)</b> in Bonn and play a key role in ensuring smooth, efficient administrative and office operations.</div><div><br>
</div><div>
This position is based in Bonn and is offered on a full-time or near full-time basis, with a minimum of 32 hours per week.</div><div><br>
</div><div><b>
Your key responsibilities:</b></div><div><ul><li>
Independently manage administrative and organizational tasks (e.g., calendar management, coordination with candidates, maintenance of office equipment)
</li><li>Oversee and coordinate daily office operations to ensure a smooth and efficient workplace environment
</li><li>Coordinate onboarding and offboarding processes for all employees in Bonn (e.g., organization of IT equipment, access rights, and related administrative processes)
</li><li>Manage and administer software licenses, including handling user requests
</li><li>Take ownership of ordering processes and training coordination
</li><li>Proactively identify opportunities for improvement and drive initiatives (e.g., automation of administrative processes, distribution lists, self-service tools)</li><li>
Coordinate meetings, organize events and conferences, both on-site in Bonn and internationally</li></ul></div><div></div><div><b><br>
Your profile:</b></div><div><ul><li>
Completed a degree in business administration, hotel management, or a comparable qualification
</li><li>3+ years of experience in an assistant role or a comparable position in a dynamic work environment
</li><li>Excellent organizational skills with the ability to prioritize effectively
</li><li>Strong affinity for data management and structured information handling
</li><li>Advanced proficiency in MS Office, particularly Excel and PowerPoint
</li><li>A collaborative and approachable team player with a proactive mindset and a hands-on attitude
</li><li>Strong communication and presentation skills in both German and English</li></ul></div><div><br>
</div><div><b>
What we offer:
</b></div><div>At DHL Data &amp; AI, we offer an array of benefits designed to support your professional growth and personal well-being. Here is what you can expect when you join our team:</div><div><ul><li>
Comprehensive training programs, workshops, and e-learning resources to prioritize your growth and development.
</li><li>A flexible work arrangement that blends remote work and office presence, promoting work-life balance and adaptability.
</li><li>A competitive salary package, inclusive of various benefits, to ensure employee well-being and satisfaction.
</li><li>Diverse commuting options, including a job ticket for public transportation, parking space for a monthly fee, or bicycle leasing, to suit your preference.
</li><li>Access to DHL Group's daycare facilities for working parents.
</li><li>A dynamic, cooperative, and international environment that encourages new insights.
</li></ul></div><div></div><div><div>If you have any questions, please reach out to us via: dna.recruiting@dhl.com</div></div><div><br>
</div><div><br>
</div><div>If you are interested in this position, please click on Apply Now and submit your CV, all academic records, professional references, desired salary, and your earliest possible start date. We kindly ask you to only apply for one position at a time! We will reach out to you if we see a better match with another role in the team.</div><div><br>
</div><div>
You can find us here: LinkedIn DHL Data &amp; AI</div></div><div></div>

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