Office Manager & Team Assistant (m/f/d)

About the job

Kienbaum is Germany's first consulting firm and the only personnel and management consultancy of European origin. As a family business, we have made it our mission to give people and organisations a future. We do this internationally at 22 locations, 8 of which are in Germany. Together with our clients, we unlock the potential of people and organisations to grow with and through them. Our services are bundled into six strategic business areas: Executive Search, Assessment Services, Leadership & Transformation, HR & Organisation Transformation, Public Sector & Healthcare, as well as Compensation & Performance Management.

Kienbaum – Leading by #WePowerment

Anyone entering our premises quickly gains an impression of how we work. This applies equally to our clients, candidates, and external partners. Therefore, we are looking for a personality with a hospitality mindset who will make our Zurich location a reflection of our spirit – a place where quality, reliability, and genuine hospitality are lived every day.

We advise companies on important issues and fill key positions. Our clients' expectations of us are high – and accordingly, our own standards for quality and service are high.
This includes an organisation that thinks ahead, anticipates, and remains reliable even when several issues demand attention simultaneously. Here, everyone pitches in; status thinking is foreign to us. However, the Zurich location is organisationally in your hands. You support our consulting team and receive the necessary scope for design and the required resources in return.

For our Zurich location, we are currently seeking an Office Manager & Team Assistant (m/f/d) to join us full-time!

What to expect:

You are the central organisational contact person for our Zurich location and ensure that everything runs smoothly in the background.

Responsibility & scope for design: You take on a central role for our Zurich office and can visibly influence how Kienbaum is experienced internally and externally.

Short decision-making paths: Flat hierarchies and an environment where good ideas are not only discussed but implemented.

• You are responsible for the appearance, organisation, and service in our office.
• You ensure that our guests feel well cared for from reception to farewell.
• You coordinate meeting rooms, mail, deliveries, and central enquiries, keeping an overview even with simultaneous demands.
• You manage external partners (building maintenance, IT support, gardeners, cleaning service, etc.) and ensure the functionality of our infrastructure.
• You take on travel and expense management, invoicing, as well as project setup in SAP and provide further administrative support to the team. We will, of course, train you in our systems.
• You manage customer data in Salesforce (CRM) and SAP: recording new customers, updating contact information, documenting projects. You ensure both systems are up to date so the team quickly has the right information.
• You support our Marketing Manager with event organisation, communication, website updates, and other location-related marketing activities.

What is important to us:

The position goes beyond classic administration. We want you to actively shape our location.

Team and customer events: From summer events to Christmas dinners to exclusive customer events – you contribute to the conception, organisation, and implementation, creating moments where genuine relationships develop.

Reception culture: You shape how a visit to Kienbaum Zurich is experienced – from preparation through the atmosphere of the rooms to hospitality.

• You bring a strong service orientation – towards our clients as well as your team – and enjoy taking responsibility.
• A completed commercial apprenticeship, hotel management school, or a comparable career in hospitality, gastronomy, or a high-quality service environment provides a good foundation.
• Career changers from hospitality are expressly welcome. Those familiar with front office, guest relations, or events often bring exactly the attitude we value.
• Furthermore, we expect a precise and independent working style and a good sense of priorities.
• You are confident in using MS Office and quickly familiarise yourself with new systems. Experience with CRM, database systems, or SAP is an advantage but not a requirement.
• You communicate confidently in German. Discretion, loyalty, and reliability are a matter of course for you.

What you can expect from us:

You want to get started fully but are not yet experienced in all job areas? Even as a career starter, you can expect cross-industry projects and challenging tasks with us. As a family business, we place great value on mutual support – everyone can contribute and is seen. We are proud of our exceptional team spirit and relaxed working atmosphere: colleagues operate on an equal footing across all levels.

We support you according to your individual needs so that you can develop your skills and unfold your personality. Our Kienbaum AKademy offers numerous training and knowledge opportunities to accompany your development. This is how we succeed in combining professionalism with passion.

Your benefits at Kienbaum:

Career-accompanying learning through our AKademy · Opportunity for sabbatical · Discounts at over 600 brands · Language learning with the Babbel app · Mobile working · Workation · Networking events · Onboarding and mentoring programmes · Company pension scheme · Refer & Earn · nilo health

Contact:

We look forward to meeting you!

If you have any questions, please contact Kerima Pielhau at +49 174 975 36 21.

We value diversity and therefore welcome all applications – regardless of gender, nationality, ethnic and social origin, religion/belief, disability, age, as well as sexual orientation and identity.

Kienbaum AG
Dufourstrasse 43 | 8008 Zurich | work.kienbaum.com