What are the responsibilities and job description for the Administrative Assistant / Office Administrator position at Exyte GmbH?
Discover your exciting role
The Administrative Assistant / Office Administrator is responsible for supporting daily office operations and providing administrative support to leadership and staff. This role serves as a key point of coordination for office administration, facilities, supplies, employee support activities, and company events. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining a well-functioning and welcoming office environment.
Explore your tasks and responsibilities
- Provide administrative support to leadership and team members
- Manage incoming communications, including phone calls, emails, and correspondence
- Welcome visitors, customers, and vendors and direct them appropriately
- Assist with onboarding activities for new employees, including workspace preparation and office orientation
- Maintain office supply inventories and coordinate purchasing as needed
- Manage janitorial and breakroom supplies, ensuring adequate inventory levels
- Maintain records and documentation related to office expenses and purchases
- Coordinate office maintenance requests and manage relationships with vendors and service providers
- Ensure the office environment remains organized, professional, and fully operational
- Maintain and communicate employee birthday and work anniversary announcements
- Coordinate and support company meetings, events, employee recognition activities, and holiday functions.
- Arrange travel accommodations and logistics as required
- Assist with document preparation, copying, scanning, filing, and record retention activities.
- Foster positive communication and collaboration among team members
- Assist in preparing materials, logistics, and facilities for Board meetings and customer visits
- Provide administrative support for business planning, staff meetings, organizational initiatives, and strategic projects as directed by leadership
- Perform other duties as assigned
Show your expertise
Qualifications
- High school diploma or equivalent required; Associate degree preferred
- Minimum 3-5 years of administrative assistant, executive assistant, office management, or related experience
- Experience supporting executive leadership or senior management preferred
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Strong organizational and time management skills with the ability to manage multiple priorities
- Excellent verbal and written communication skills
- Ability to handle confidential and sensitive information with discretion
- Highly organized, self-motivated, and detail oriented.
- Strong customer service mindset and professional demeanor
Preferred Skills
- Experience supporting multiple departments and interacting with various levels of management
- Experience with office management systems, project management software, or collaboration tools
- Strong service orientation and responsiveness
- Proven problem-solving and decision-making abilities
- Ability to work independently with minimal supervision
- Experience planning company meetings, employee events, or executive meetings
Key Competencies
- Organization and prioritization
- Communication and interpersonal effectiveness
- Initiative and accountability
- Adaptability and flexibility
- Attention to detail and accuracy
- Customer service-oriented
- Professionalism and discretion
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Non-Solicitation: We are not currently accepting third-party agency candidates for this position. Any agency candidate submitted to any employee of Exyte may be contacted by Exyte without obligation to the third-party agency.
Exyte US, Inc. is proud to be an Affirmative Action and Equal Employment Opportunity employer that is committed to celebrating diversity and supporting an inclusive workplace where associates excel based on personal merit, qualifications, experience, ability, and job performance. We prohibit discrimination and harassment of any kind based on race, color, religion, age, sex (e.g., pregnancy, childbirth and related medical conditions, sexual orientation, gender identity or expression), national origin, disability status, genetic information, protected veteran status, or any other protected characteristic as outlined by federal, state, or local laws.
Contact:
You want to be part of the Exyte team? We look forward to receiving your application!
For further questions and information, please do not hesitate to contact Phillip Turner via E-Mail at phillip.turner@exyte.net
Please note that we only consider applications submitted through our application portal. Applications sent via email will not be considered due to data protection regulations.