Office Manager & Executive Assistant

Prague, Czech Republic

On-site

Full-time

The Role

Having a market-leading work environment is a key strategic goal at OAK’S LAB. We aim to further improve the environment in which we work, how we work as well as making sure we have fun together. This is why we're looking for an Office Manager & Executive Assistant. This dual role is crucial in ensuring the smooth operation of our office, supporting our leadership team, and contributing to the overall success of our people and our company.

Responsibilities

Office Management:

Work Environment Excellence: Ensure the office environment is well-maintained, welcoming, and fully stocked with necessary supplies to support team productivity and collaboration.
Office Upgrades: Own office upgrades and redesigns, and execute on improvements to enhance our office design and functionality.
Proactive Maintenance: Identify and address any maintenance or repair needs promptly to keep the office in top condition.
Vendor Relations: Develop and manage strong relationships with vendors for cleaning, supplies, plant care, and hardware management, ensuring high-quality services.
Budget/Expense Management: Oversee the office budget, manage invoices and receipts, and ensure accurate financial documentation.
Safety Coordination: Assist with workplace and fire safety protocols, including maintaining first aid kits and coordinating safety drills.
Hardware and Inventory Management: Organize and manage office hardware and supplies inventory, ensuring everything is up-to-date and ready for use.

Executive Assistant:

Support the People Department‍
- Assist with office upgrades and redesigns, and execute on improvements to enhance our office design and functionality.
- Plan and execute company-wide events, team-building activities, and ad-hoc departmental projects to foster a positive team culture.
- Collaborate with Erika, our Head of People to ensure a seamless and enjoyable experience for our stakeholders when they visit us in Prague.
- Assist the Head of People in planning and executing onboarding processes, ensuring a positive and comprehensive experience for new hires.
- Prepare and own the process for conducting timely and high-quality performance and growth reviews for all of our people.
- Collect and manage information about our team members to facilitate meaningful recognition and celebration of their achievements.‍
Leadership Support: Provide comprehensive administrative support to the leadership team, ensuring their schedules run smoothly and efficiently.‍
Meeting Management: Organize, schedule, and manage meetings, ensuring all necessary materials are prepared and follow-ups are handled promptly.‍
Internal Project Support: Contribute to internal projects by conducting research, analyzing data, and providing administrative support as needed.‍
Team Travels: Plan and coordinate travel arrangements for leadership and team members, ensuring a seamless and organized experience.‍
Operational Management: Handle various operational and administrative tasks, adeptly managing unexpected challenges as they arise.

Requirements

Proven experience as an Office Manager and Executive Assistant or similar role
Fluency in English as we are an English-first company
Fluency in Czech to be able to communicate with our vendors
Strong organizational skills with an ability to prioritize tasks effectively
Excellent communication and interpersonal skills, with the ability to build strong relationships both internally and externally
Proactive problem-solving abilities and an eye for detail
Ability to maintain a high level of confidentiality and handle sensitive information with discretion
Flexibility to adapt to changing priorities and manage multiple projects simultaneously
Strong teamwork and collaboration skills, with a positive attitude and willingness to assist where needed
Passion for building the best work environment for people