Office Manager & Executive Assistant to the CEO

Job description

Job Overview ENPULSION is looking for an experienced, highly organized, and proactive Office Manager & Executive Assistant (f/m/x)  to take ownership of two important areas: the smooth operation of our Vienna office and practical, day-to-day executive support to our CEO. In this position, you will ensure that our workplace is organized, welcoming, and well run, while supporting the CEO with calendar and inbox administration, meeting logistics, travel, correspondence, and practical coordination. This is a  hands-on role  requiring excellent organization, discretion, initiative, and a strong service mindset. The ideal candidate is someone who anticipates practical needs, takes ownership, and is equally comfortable managing office operations and supporting a busy executive. Key Responsibilities: CEO Office & Executive Support Manage and continuously update the CEO’s calendar, including meetings, focus time, travel, deadlines, and business and selected personal appointments. Manage the CEO’s inbox and incoming requests by prioritizing messages, drafting routine responses, and following up where needed. Coordinate meetings and workshops, including participants, rooms, online links, catering, and materials. Coordinate vehicle administration and upkeep, including servicing, registration, insurance, cleaning, and fuel or charging arrangements. Handle occasional personal administrative errands and practical arrangements for the CEO. Handle sensitive and confidential information with a high degree of discretion. Office Management Take ownership of day-to-day office operations, ensuring kitchens, meeting rooms, and shared spaces are clean, organized, and well stocked. Provide front-of-house support by handling incoming calls and welcoming visitors and guests. Manage incoming and outgoing post, packages, and deliveries. Manage office and kitchen supplies, including ordering and stock management. Coordinate company visits and delegations, including access, meeting spaces, catering, parking, transport, and guest communication. Provide occasional support with the financial, legal and general administration of affiliated companies, including documentation and liaison with external partners. Type of contract : Full time position with 38.5 hours/week Salary: The minimum base salary for this position starts at EUR 2,727.40 gross per month on a full-time basis (38.5 h/week), with a planned overpayment depending on your professional experience and qualifications. Your profile 2–4 years of experience in office management, executive assistance, workplace operations, hospitality, administration, or a similar role. C2-level German and excellent English skills are required. Excellent organizational skills and exceptional attention to detail. Highly proactive, reliable, and able to anticipate practical needs. Strong ability to manage multiple priorities and switch between different types of tasks. Hands-on and comfortable taking care of practical office needs. Strong communication and interpersonal skills. Professional, welcoming, and service-oriented. High level of discretion and comfort handling confidential information. Comfortable working with senior stakeholders, employees, suppliers, and external partners. Why us? At ENPULSION, you’ll join a young, international team united by a deep passion for space technology and innovation. We foster a friendly, open-minded work environment that encourages new ideas and rewards initiative. Our culture is fast-paced and growth-oriented — a place where your work will have a real impact, and where you can truly leave your mark. Our benefits include: 25 days of paid vacation Choice between a KlimaTicket (Metropol region), a discounted parking space or cantina vouchers for on-site dining Role-dependent FlexTime and home office options Monthly team lunches and regular team-building events Learning & development budget to support your continued growth Firmenradl - Bike Leasing program Office located at VIE Airport City with access to: FitFabrik Fitness Center Airport Health Center Shops, restaurants, and Crew Shop discounts VIE Community App for news and deals