Management Assistant & Office Manager
Employer · Intertoll Europe
Administrative assistant
Secretary
Office assistantBudapest
We are looking for a Management Assistant & Office Manager to provide comprehensive support to four directors and oversee the day-to-day operation of our 25-person office. This hands-on role combines executive assistance, office management and project administration.
Tasks
- Support four directors: provide comprehensive day-to-day assistance, manage calendars and appointments, and respond to changing priorities.
- Keep the office running smoothly: oversee office administration and the day-to-day operation of a 25-person office.
- Coordinate communications: manage incoming emails, answer and direct telephone calls, and liaise with internal teams, external partners and service providers.
- Manage correspondence and post: receive and register incoming mail, prepare outgoing correspondence and arrange dispatch through postal service providers.
- Prepare documents: produce presentations, meeting minutes and reports, maintain records and assist with contract preparation.
- Organise meetings, travel and events: coordinate meeting arrangements, business trips and internal events.
- Support project delivery: assist the Project Manager with project documentation, prepare meeting materials, maintain and update records, track deadlines and support status reporting.
- Oversee purchasing and budgets: request quotations, place orders, monitor office expenditure, check invoices and handle supplier complaints.
- Coordinate facilities and suppliers: ensure office infrastructure operates effectively, arrange maintenance and manage service providers.
- Manage office supplies: monitor stock levels and arrange purchasing.
- Support HR and onboarding: assist with HR processes, welcome new colleagues and prepare their workstations.
- Welcome visitors and coordinate hospitality: greet guests, escort them to meeting rooms, order and serve refreshments, and prepare and reset meeting rooms.
- Provide hands-on support: serve coffee and tea to management when requested and carry out other role-related tasks assigned by the directors.
Requirements
- A degree in business, communications or administration.
- At least 10 years of relevant experience in office administration or an assistant role; office management experience is an advantage.
- A confident command of English.
- Excellent IT skills, including Microsoft Office and calendar management.
- Basic project management knowledge would be an advantage.
- A courteous, approachable manner and professional presentation.
- A confident, friendly and professional telephone manner.