Office Manager & Executive Assistant

 

About the Role  

We are looking for a full-time Office Manager & Executive Assistant to manage the daily running of our Berlin office, and provide scheduling and administrative support to our executive team in Berlin. This hire will be joining an international team of Office Managers in our other offices, and act as a "culture-carrier" for the Berlin office. This is an exciting opportunity to join a growing business, helping us settle into our brand-new office, and act as a trusted partner to our executives. This person can expect to receive a salary and bonus package which is commensurate with their talent and experience.

In addition to the above, this role will also own the following responsibilities: 

• Helping with management of calendars for executives across time zones and multiple challenging schedules. 
• Taking an active role in developing the office culture within Berlin; liaising successfully with HR, social committees and senior management in Europe to do so.  
• Leading health & safety responsibilities for Berlin, in conjunction with the Head of Business Management and HR. 
• Managing the seating plan for the office, planning the seating location of visitors, and managing employee and guest access to the office.
• Receiving and distributing incoming deliveries and mail, and ensuring that the kitchen and office supplies remain well-stocked.
• Managing the day-to-day contact with the cleaners, ensuring that they maintain the cleanliness of the office, and taking the lead oneself in maintaining the tidiness of the whole office to a standard which looks professional and welcoming to staff and visitors.  
• Acting as the main point of contact for office vendors and building management on all building / office operation and maintenance issues. 
• Collaborating with the wider business management team to provide a smooth, efficient administration service globally. 
• Procuring Trailstone-branded materials, such as business cards and accessories, in Europe, ensuring consistency across the global offices, and managing vendor relationships. 
• Planning and coordinating company and team events. 
• Planning and booking travel arrangements for executives, and helping them with submission of expense reports. 
• Working alongside the London-based People team to welcome and help onboard new colleagues to the firm, and undertake the local filing of confidential personnel-related documentation.
• Supporting international colleagues with ad-hoc duties requiring German language skills; for example, contacting tax authorities or health insurance providers.
• Other ad-hoc responsibilities as required as the business grows and expands. 

  

About You 

This person will be a detail-oriented individual, capable of taking initiative, and experienced with managing office facilities and providing executive calendar support.

In addition, we are looking for somebody with the following essential requirements: 

• Fluency in both German and English languages, written and spoken.
• Proven experience managing an office, including maintaining supplies & facilities maintenance and management.  
• Significant experience managing multiple calendars across more than one time zone.  
• Polished communication and interpersonal skills; experienced dealing with people at all levels of seniority. 
• Familiarity with German bureaucratic systems & protocols.
• Excellent problem-solving skills and adaptability, with an ability to work with ambiguity. 
• Reliable and discreet when dealing with confidential information. 
• Strong Microsoft Office skills, particularly with Outlook, PowerPoint and Word. 
• Willing to act consistently as a team player; willing to get stuck in to tasks outside of usual remit and help do everything necessary to make the business operate successfully.
• Good punctuality.
• Experience in coordinating health & safety is preferred. 

 

About Trailstone 

Trailstone is a global energy and technology company, operating at the intersection of renewable and conventional power. We trade energy in global markets, and we provide a best-in-class service to manage the inherent intermittency of renewable power generation across the short, medium and long term. 

As an energy trader, we buy and sell electricity and gas which is physically delivered on the grids, and we leverage our physical market knowledge to trade financial commodities. 

As a provider of renewable energy management services, we take on the complexity of managing renewable power across different countries so that our customers can focus on their core mission of investment and growth. Trailstone offers an efficient, fully automated front-to-back renewable power management platform underpinned by our long-standing market experience, proprietary technology, data analytics and meteorology. 

 

We’re different, and we like it that way!  

Here at Trailstone, we value our differences. In fact, our success depends upon them. 

Differences in backgrounds, identities and experiences lead to differing views of the world. Different world views lead to healthy differences in opinions. Different opinions are essential to creating a robust marketplace of ideas. And it is our ideas that will make Trailstone a market leader in energy innovation and disruption! By our commitment to a diverse and inclusive workforce, Trailstone is creating value for our employees, our investors, and our communities. So regardless of your gender, race, ethnicity, orientation, physical limitations, how you identify, how you pray, who you love, where you went to school, who you consider family, or how old you are… you can belong here!