Office Manager & Executive Assistant (gn)
About Us & the Position
ISD FENIQS is an owner-managed IT consulting and managed services company specializing in cybersecurity, Cloud & Infrastructure, DevOps & Software, and Modern Workplace. As part of the FENIQS Group, we combine technical expertise with real customer value. More than 160 IT specialists work every day on projects that make a real difference for our clients.
This role spans three pillars: assisting our management as a trusted partner, running office operations end to end, and managing our company fleet. You bring structure to many parallel topics, you act with discretion, and you keep things moving when others would lose track. We rely on you to turn organisational complexity into a calm, well-run workplace.
Your Mission
You are the organizational backbone of our executive team and our office. You manage schedules, travel arrangements, documents, and events; welcome our guests; oversee our entire vehicle fleet; and serve as the safety officer and point of contact for our external safety specialist. This role thus combines three key areas: providing trusted support to our executive team, comprehensive office management, and responsibility for our vehicle fleet. Wherever organization is needed, you bring structure and clarity.
Your Responsibilities & Tasks
- Manage calendars, priorities, and stakeholder coordination for our leadership across internal and external topics.
- Organise business travel end to end, including bookings, itineraries, expense reports, and visa or hotel coordination.
- Prepare research, reports, decision papers, and Excel analyses to support management decisions.
- Plan and run internal and external events: team off-sites, workshops, management meetings, and company celebrations.
- Own document and contract management, including filing, versioning, approval flows, and confidential handling.
- Welcome guests and run front-office operations: visitor coordination, room booking, catering, and access management.
- Manage our company fleet end to end: vehicle ordering, handovers, accident handling, and invoice review.
- Act as our internal Security Officer and main contact for our external data protection officer and safety expert.
- Administer company mobile phones and IT-related equipment in coordination with our internal IT team.
- Take on ad-hoc topics and special projects that need a calm, structured, and discreet hand.
- Completed commercial training (kaufmännische Ausbildung) or a comparable qualification.
- First-hand experience in office management, administration, or executive assistance.
- Strong organisational skills: structured, self-driven, and always one step ahead.
- High sense of responsibility, reliability, and absolute discretion in confidential matters.
- Confident with MS Office for documents, decks, and Excel analyses.
- A coordinating, optimising mindset with creative energy for events and internal processes.
- Composure and clear oversight when many topics run in parallel.
- IT affinity and comfort working with digital tools and IT-adjacent equipment.
- Working English for handling international vendors, guests, and documentation.
- Previous experience supporting C-level or management directly.
- Familiarity with travel and expense tools (e.g. Concur, SAP, or similar).
- Experience organising company events, off-sites, or workshops.
- Basic understanding of GDPR and data protection processes.
- Prior exposure to fleet management or vendor coordination.
Competencies
For reasons of readability, gender-specific language forms are not used. All personal designations apply equally to all genders.
Our Benefits
You can look forward to exciting projects, a strong team, and great colleagues. You’ll also enjoy a wide range of benefits, from financial perks to offerings that make your workday more flexible and provide real value in your personal life as well. Below is a selection of our benefits.
Does this role sound like the right fit for you?
Apply now and join our team.
Please apply exclusively via our online form. We kindly ask you to refrain from sending applications by email, as these cannot be processed for data protection reasons.
ISD FENIQS is an Equal Opportunity Employer. All qualified applicants will be considered regardless of gender, age, disability, ethnic origin, religion, or sexual identity.
Application Process
Our hiring process is designed to give both sides the best possible chance to make an informed decision. Our Guiding Principles define what we look for and serve as the foundation for every conversation. That is why we conduct behavioral interviews that focus on real experience rather than hypothetical answers.
Online Application
Time: Within 3 business days
Your application will be reviewed by our HR & People Operations team, and you will receive a confirmation of receipt. We will assess whether your qualifications match our requirements and will let you know the next steps as soon as possible.
HR Phone or Video Interview
Duration: 30–45 min. | Time: Within 3–5 business days
Get to know ISD FENIQS and tell us a little about yourself. We’ll discuss your background, your career goals, and the specifics of the position. This conversation will help us make sure we’re a good fit before we move forward.
Interview with the Department
Duration: 45–60 min. | Time: Within 1 week
Get in touch with your potential teammates and the hiring manager. We’ll review your technical skills, your approach to problem-solving, and how you might contribute to ongoing projects.
Leadership Interview (only specific roles)
Duration: 45–60 min. | Time: Within 3–5 days
For a few leadership roles or strategic positions, you’ll meet with our leadership team to discuss our vision, strategic thinking, and long-term growth opportunities.
Contract
Time: Within 3–5 days
We'll show you what we have to offer and go over the contract details. Our HR team will make sure all the paperwork is in order and answer any questions you may have.
Onboarding
Time: your scheduled start date
Start your journey with a comprehensive onboarding process, team introductions, and your first project assignments. This is where your career at ISD FENIQS begins.
Willkommen bei ISD FENIQS