propel-one-gmbh

Propel One GmbH

Executive Assistant & Back Office (m/f/d) 
Propel One GmbH 
Wien, 01. Bezirk, Innere Stadt 
Company Description
We are a young, dynamic company specializing in the development of industrial and logistics real estate. Based in Vienna, we operate throughout the DACH region and pursue ambitious goals to set new standards in the industry. To strengthen our growing team, we are looking for motivated talents who support us with their enthusiasm and skills.
Role Description
This is a full-time or part-time role (from 30h/week) for a Back Office & Executive Assistant at Propel Industrial. You will be responsible for providing executive support, managing calendars and expense reports, coordinating events and marketing activities, and handling financial and administrative tasks to ensure smooth day-to-day operations.
Key responsibilities
Email & Communication:
Monitor and prioritize the inbox; handle correspondence with suppliers, authorities and partners; track open items and follow-ups
Finance & Documents:
Capture, review and route incoming invoices to the correct cost centers; prepare payment runs; organize booking documents for accounting; Prepare document filing and organizing of company documents; Maintain filing structures for contracts, invoices, and financial documents (digital & physical)
Document Management & Administration:
Manage and maintain digital document archives (contracts, permits, correspondence, reports); prepare and format business documents, presentations, and templates; track deadlines, renewals, and compliance documents (insurance, permits, registrations); coordinate signatures and document flows (DocuSign or equivalent); support onboarding of new projects by setting up folders, collecting required documentation, and maintaining checklists.
Calendar & Travel Management:
Coordinate and confirm appointments; prepare meetings (agenda, materials, venues); organize travel and hotel bookings
Events & Marketing Support:
Organize internal and external events; assist with presentations and materials; maintain LinkedIn content based on briefings; coordinate with external service providers (design, print, catering)
Qualifications 

* Experience in assistance: Ideally in a technical, economic, or real estate-related environment — however, this is not a requirement, motivation counts! 
* Strong IT skills: Excellent knowledge of MS Office (especially Word, Excel, PowerPoint); experience with modern digital tools is a plus 
* Language proficiency: Excellent German and English skills, both written and spoken, for precise and professional communication 
* Personal strengths: Discretion, strong organizational skills, and a meticulous, structured approach to work 
* Basic finance understanding: Familiarity with invoices, cost centers, and VAT is a plus (accountant skills not required)What We Offer

* Competitive salary: We offer a competitive salary that reflects your experience, skills, and expertise. 
* Career development: Direct insights into exciting projects and the opportunity to take on responsibility independently. 
* Flat hierarchies: Work in an environment where your ideas are heard, and you collaborate directly with decision-makers. 
* Modern work environment: Stylish, modern office in a central location. 
* Inspiring atmosphere: Work in an ambitious environment redefining industry standards. 
* Cultural diversity: Work in an international environment with varied tasks. 
* Flexibility and work-life balance: The option to work remotely occasionally and flexible working hours. 
* Coffee, snacks, and more: Enjoy fresh coffee, beverages, and food. ☕🍪 
* Sharing success: The opportunity to contribute to the success of a growing company and make your impact visible. 
Please send a CV and letter of motivation for your job application.

Wien, 01. Bezirk, Innere Stadt

executive-assistant-back-office-m-f-d

Executive Assistant & Back Office (m/f/d)

Jetzt bewerben: Executive Assistant & Back Office (m/f/d) in Wien, 01. Bezirk, Innere Stadt bei Propel One GmbH. Finde deinen Job auf willhaben jobs!

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