Office Manager & Executive Assistant (m/f/d)

Helaxa is a company in Luckenwalde founded in 2022 by Erol Isim and the traditional family business HELMAG and specialises in the production of the life‑saving active ingredient heparin. On a total area of 22,500 square metres, the most modern and efficient production facility in Europe is being built, which will meet the highest quality standards.

We are looking for

Location: Luckenwalde, DE, 14943

Job Function: Administration

Level of Experience: Mid‑Career

"Caring today. Enabling tomorrow" is more than just a slogan for us. It is the daily inspiration for collaboration, as well as all our actions and decisions. This describes the philosophy of Helaxa, a newly established company in Luckenwalde dedicated to manufacturing active ingredients for life‑saving medicine. For our dynamic and growing company in Luckenwalde, we are seeking dedicated talents (m/f/d) who are motivated to drive our mission ‘Caring today. Enabling tomorrow' with passion.

Office Manager & Executive Assistant (m/f/d)

We are looking for a motivated Office Manager & Executive Assistant in part time or full time for our Berlin/Luckenwalde Office.

Purpose of the position

The purpose of the position is to ensure smooth and efficient office operations and to provide professional support to management. This includes coordinating administrative processes, organising appointments and travel, and serving as the central interface for internal and external communication.

Your Profile

• You will ensure daily office operations by coordinating equipment and office supplies.
• You will manage the post, courier services, general email accounts and receive visitors.
• You will organise meetings, restaurant reservations, internal events and trade fairs.
• You will prepare for the onboarding of new employees by setting up workstations, access and the necessary equipment.
• You will monitor safety and hygiene regulations for visitors.
• You will coordinate the dispatch of documents or samples.
• You will take care of archiving documents such as quality records, training materials and contracts.
• You will act as an IT key user and be the interface to the IT department.

Supporting management

• You will support the management and the site manager in a confidential and professional manner.
• You will manage appointments, calendars, prepare for and follow up on meetings, and organise business trips, including visa applications and travel expense reports.
• You will prepare documents, presentations and correspondence for internal and external stakeholders.

Coordination of processes & internal communication

• You will support the optimisation of office, facility and administrative processes.
• You will act as the central interface for internal and external communication in administrative matters.
• You will ensure compliance with internal standards, compliance requirements and office processes.

Additional qualifications

• You have experience in office management, executive assistance or comparable administrative roles.
• You are fluent in German and English.
• You work in a structured manner, are highly motivated, flexible and have strong organisational skills.
• You have very good communication skills and intercultural competence.
• You are confident in using Microsoft Office 365 (Outlook, Teams, PowerPoint, Excel, Word).
• You have a service‑oriented attitude, a hands‑on mentality and the ability to work independently.

"A new player. A new culture. A new game." Each individual contributes to the success of Helaxa daily through responsible actions, extensive expertise, and unique service. We value this commitment, not only by offering development opportunities and internal/external training but also by providing benefits that create optimal conditions for a work‑life balance. We look forward to meeting you.

Does this sound like you?

Then we look forward to receiving your detailed application via our application portal.