Executive & Office Specialist

DeepL
Austin, New York, San Francisco
Workplace: HybridFull timeUSD 61,100 - 71,000 annuallyFunction: Administration & Executive AssistanceEducation: bachelorsSkills: ["Problem-solving","Navigating ambiguity","Relationship building","Confidentiality","Process improvement"]

Provide comprehensive executive and office support for the US VP Sales while ensuring smooth daily operations across multiple US offices. Manage office access, visitors, mail, local procurement, health & safety, event logistics, invoicing, budgets, and office request/ticket handling. Also run complex calendar and communications, prepare branded presentations, coordinate meetings, and handle travel and expense reconciliation with strict confidentiality.

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FursaFursa
DeepL
DeepL
2 days ago

Executive & Office Specialist

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Last checked: 11 hours agoStatus: Live

Job Summary

Provide comprehensive executive and office support for the US VP Sales while ensuring smooth daily operations across multiple US offices. Manage office access, visitors, mail, local procurement, health & safety, event logistics, invoicing, budgets, and office request/ticket handling. Also run complex calendar and communications, prepare branded presentations, coordinate meetings, and handle travel and expense reconciliation with strict confidentiality.
Location: Austin, New York, San Francisco
Workplace: Hybrid
Employment Type: Full time
Job Function: Administration & Executive Assistance

Key Responsibilities

  • •Provide comprehensive office assistant support (visitor/access management, office operations, mail handling, procurement, and health & safety processes) across regional offices.
  • •Manage office improvements and experience touchpoints, including office MAC logistics and office events with catering and bookings.
  • •Handle office-related requests/tickets in Jira and support onboarding/offboarding logistics with global office, IT, and People teams.
  • •Independently manage the US VP Sales calendar, communications, and scheduling conflicts with minimal guidance.
  • •Coordinate presentations, meetings/events, and domestic/international travel and expense reconciliation while maintaining confidentiality.

Pay and Benefits

Salary: USD 61,100 - 71,000 annually
Equity and Bonus:Equity
Schedule:4-Day Week
Perks:Health InsurancePaid Leave

Key Requirements

  • •Bachelor’s degree (BA) or equivalent work experience.
  • •Fluency in English (reading, writing, and spoken communication).
  • •Advanced business-level English (reading, writing, and spoken communication).
  • •Proficiency in Google Workspace and Mac-based business applications, including hands-on support for meetings.
  • •Ability to handle sensitive information with discretion and exercise independent judgment to solve problems and manage shifting priorities.
Education:Bachelor's
Skills:Problem-solvingNavigating ambiguityRelationship buildingConfidentialityProcess improvement
Languages:English
Tech Stack:Google WorkspaceMac

Company Brief

DeepL
DeepL builds Language AI products (DeepL Translator, DeepL Write, APIs and enterprise solutions) that provide high-accuracy translations and writing assistance to businesses and individuals, focusing on privacy, security and enterprise deployment.
Industry: AI & Machine Learning
Company Size: Enterprise (1,001+ employees)
Growth: Scaleup
Valuation: Unicorn (USD 1B+)
Funding: Series D
Headquarters: Cologne, Germany
Founded: 2017
Glassdoor
Glassdoor: 3.5
WebsiteLinkedInGlassdoor