Office Manager / Executive Assistant

3 days ago Be among the first 25 applicants

Who We Are

Our purpose at CloudHQ is to provide flexible, efficient and resilient data center solutions to businesses of all sizes. Our growing organization was founded by the pioneer of data center REITs. CloudHQ has state‑of‑the‑art data center sites located in two Northern Virginia locations, as well as London, Frankfurt, Paris, Milan, and Sao Paulo, and we anticipate exponential growth over the next several years both in the US and abroad.

What The Role Entails

The Office Manager / Executive Assistant will provide essential operational, logistical, and administrative support to the corporate office of CloudHQ Germany GmbH and to the Managing Director. Primary duties include ensuring smooth daily operations within the office, evaluating and optimizing space configuration, procuring and maintaining office equipment and supplies, coordinating visitors, event management, vendor relationships, and contract and record management.

What You Get to Do

• Oversee and support all administrative functions of the office and ensure that the office operates smoothly.
• Provide support to the Managing Director including meeting facilitation, travel, schedule, and expense management; create operational efficiencies to assist the team in managing time and facilitating productivity.
• Coordinate office renovations, space planning, and office moves.
• Facilitate contracts with office vendors including providers of office equipment, furniture, and office services.
• Maintain inventory and organization of office supplies; ensure appropriate stock levels.
• Facilitate maintenance of office equipment.
• Serve as a liaison with landlord and suppliers.
• Maintain office budget, including invoice processing and payment of expenses.
• Maintain record‑keeping of office and vendor contracts and important corporate documents.
• Serve as back‑up and reinforcement for CloudHQ Site Administrative team.
• Coordinate office mailings, shipments, and couriers.
• Plan and execute office meetings and events, both internal and external.
• Serve as office safety officer, ensuring emergency preparedness, health and safety, fire safety, and First Aid.
• Deliver agreed monthly reports for key predefined metrics.
• Provide support to management team members to ensure seamless flow of information within CloudHQ, and across our consultants, vendors, and contractors.
• Liaise effectively with internal departments including Accounting, IT, Legal, and HR to ensure smooth and efficient operations.

Requirements

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Exceptional interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to use sound professional judgment with confidential matters.
• Strong time management and organizational skills with proven ability to meet deadlines.
• Proficiency with Microsoft Office Suite.
• Experience with budget and accounting procedures.
• Ability to work on several projects simultaneously and effectively.
• Strong written and verbal communication skills and proficiency in spoken and written English and German; further language skills would be an advantage.
• Self‑motivated with the ability to work independently, leveraging resources properly and effectively.
• Ability to maintain discretion and confidentiality in all aspects of job responsibilities.
• Positive, friendly, adaptable attitude.

Our Ideal Candidate Will Also Possess

• Bachelor’s degree preferred.
• At least five years of experience in office administration.
• Primarily office‑based at our corporate office location with occasional requirements to provide support at the construction site.

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Administrative

Location: Frankfurt am Main, Hesse, Germany