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

at  KAYA

The Executive Coordinator will be responsible for providing administrative support to the CEO and in certain cases the team. You will provide advice, recommendations, and support in daily operations. The Executive Coordinator will work in close cooperation with leadership, staff, clients, vendors, and other business relations. You will manage diverse tasks, analyse situations, evaluate alternatives, and implement solutions to improve effectiveness in organisational processes.
As Office Manager with a love for bringing people together, you are tasked to create a welcoming environment for everyone coming to our workspace. You are the point of information and are trusted to point in the right direction for every inquiry or request. This role will require the ability to work in a busy environment while attending to details, and to juggle different tasks with a hands-on attitude.

Tasks

• Executive Coordinator:
• Support CEO with general executive tasks.
• Manage CEO appointments and the executive schedule including creation of presentations, meeting agendas and meeting minutes.
• Manage and review the flow of information, collaboration processes and communication between all departments and where necessary subsidiaries.
• Support overall travel arrangements.
• Own organisational meetings like our Bi-Weekly, i.e., build agenda and ensure readiness of departments & presentations.
• Office Manager:
• Management and upkeep of the workspace.
• Design and implement office policies by establishing guidelines and procedures.
• Manage and report office administration budget and ensure timely payment of all office related expenses – all in close cooperation with our finance department.
• Management of the complete office inventory.
• Manage contract and price negotiations and liaise with office vendors and service providers such as facility managers, cleaning company, insurance agencies.
• Handle insurances and security issues related to the company operations such as office insurances, data security and workspace security.
• Implement and administer a data management system, both physical and digital, to ensure easy access and retrieval of documents.
• Assist with onboarding new employees by providing all necessary equipment and familiarising them with our office space and policies.
• Support with organising and managing organisational events.

Requirements

• 2-3 years related experience with the possibility to see examples of work done.
• Experience coordinating administrative processes and providing support to executive management.
• Strong written and verbal communication skills in English, German and/or Portuguese is a plus.
• Advanced Microsoft Office skills and experience creating engaging presentations.
• Experience managing budgets and a basic understanding of corporate finance.
• Rational and strategic thinking with problem-solving capabilities.
• Ability to complete complex tasks quickly with little to no guidance.
• Ability to deal with a variety of stakeholders.

Benefits

• Offer of a job with purpose.
• Opportunity to work for the planet and people.
• Opportunity to learn about climate change mitigation and adaptation from first-hand experience.
• Global exposure through international colleagues and intercontinental work.
• Possibility to become part of an organisation in its developmental phase.
• Chance to experience life in Berlin.

We at KAYA stand for equal opportunities and recruit based on capability and performance. We welcome everyone - who shares our passion and cares about contributing to our vision - to hand in your application

• Executive Coordinator:
• Support CEO with general executive tasks.
• Manage CEO appointments and the executive schedule including creation of presentations, meeting agendas and meeting minutes.
• Manage and review the flow of information, collaboration processes and communication between all departments and where necessary subsidiaries.
• Support overall travel arrangements.
• Own organisational meetings like our Bi-Weekly, i.e., build agenda and ensure readiness of departments & presentations.
• Office Manager:
• Management and upkeep of the workspace.
• Design and implement office policies by establishing guidelines and procedures.
• Manage and report office administration budget and ensure timely payment of all office related expenses – all in close cooperation with our finance department.
• Management of the complete office inventory.
• Manage contract and price negotiations and liaise with office vendors and service providers such as facility managers, cleaning company, insurance agencies.
• Handle insurances and security issues related to the company operations such as office insurances, data security and workspace security.
• Implement and administer a data management system, both physical and digital, to ensure easy access and retrieval of documents.
• Assist with onboarding new employees by providing all necessary equipment and familiarising them with our office space and policies.
• Support with organising and managing organisational events