Executive Office Manager (f/m/d)

• Working Hours: Full-time, 40 hrs/week
• Contract Type: Fixed-term (2 years) with the option of permanent employment
• Location: Campus Kleinmachnow (Greater Berlin/Potsdam area)
• Start Date: As soon as possible
• Remuneration: Admin Scale TG VI (€58,574.43 – €64,547.96 gross/year at 40 hrs/week, depending on qualifications and professional experience)

Role Purpose:

Join BBIS as the heart and organisational engine of our Executive Office. As our Executive Office Manager, you ensure the smooth, efficient, and highly professional daily functioning of the BBIS Executive Office. By providing high-calibre executive support to the Executive Team, you enable strategic focus, organisational coherence, and effective decision-making at the highest level of the school. You act as a trusted connector and central organisational interface, fostering seamless information flow and contributing to a welcoming, inclusive, and collaborative school culture.

Success Factors:

• Operational Excellence: You establish a structured, responsive, and calm office environment that enables leaders to focus on strategic priorities.

• Strategic Synergy: You implement clear follow-up systems to track progress on strategic priorities and Executive Team decisions, thereby improving organisational responsiveness and accountability.

• Trust & Integrity: You act as a reliable guardian of sensitive information, maintaining absolute confidentiality and high governance standards.

• Community Engagement: You build warm, professional relationships across all departments and serve as a welcoming first point of contact for our multicultural community.

YOUR RESPONSIBILITIES INCLUDE THE FOLLOWING ACTIVITIES

• Executive Support & Operations: Manage complex executive calendars, prioritise workflows, protect strategic time, and independently handle high-level correspondence in English and German. Oversee hospitality arrangements, executive office presentation standards, petty cash processes and selected administrative financial tasks (with CFO), and incoming/outgoing (electronic and postal) communication.

• Strategic Coordination: Support organisational development, future programme considerations, and strategic planning cycles through data summaries, research briefings, and structured follow-up.

• Governance & Compliance: Monitor timelines for subsidy reporting, compliance requirements, and regulatory processes. Oversee adherence to fee regulations and public funding conditions (with CPCO/CFO). Ensure strict adherence to governance standards and safeguarding of all information with zero tolerance for breaches.

• Communication & Documentation: Maintain and further develop BBIS communication channels (e.g., Staff Handbook, internal documentation) in collaboration with the Director of CMA, ensuring alignment with the school’s brand and communication standards. Oversee central records, documentation systems, and provide administrative coordination across departments to support organisational continuity.

• Stakeholder & Event Management: Serve as a welcoming first point of contact for the BBIS community (parents, staff, students, Board members, alumni, partners, and visitors). Maintain stakeholder networks, identifying opportunities for partnerships that enhance teaching, learning, and wellbeing. Liaise with public authorities, embassies, associations, and external partners, and support school-wide/PTA events.

YOUR QUALIFICATION

• Professional Experience: Proven experience in a senior Executive Assistant, Executive Office Manager, or comparable leadership support role serving C-level executives, ideally in an international school or non-profit environment. Near-native fluency in both English and German (written and spoken) is essential; additional languages are an asset.

• Resilience & Judgement: Demonstrated ability to exercise sound judgement, maintain calm under pressure, and manage ambiguity and competing expectations in a fast-paced, multicultural environment.

• Integrity: Unquestioned integrity, reliability, and discretion in handling highly confidential and sensitive information.

• Interpersonal Excellence: Collaborative, kind, and service-oriented natural connector with high intercultural awareness and emotional intelligence who builds trust and positive relationships across cultures and functions to navigate complex stakeholder dynamics diplomatically.

• Community Building: Natural relationship builder and connector with strong interpersonal intelligence and a commitment to fostering an inclusive and welcoming multicultural environment.

• Mindset: Proactive, solution-focused mindset with high levels of initiative, flexibility, ownership, and resilience when priorities shift.

• Personal Attributes: Natural ability to create order, clarity, and structure for others. Thoughtful decision-making aligned with organisational values and strategic direction.

• Digital Fluency: Digital fluency, particularly in Google Workspace and collaborative systems; experience with school SIS and LMS platforms such as iSams, ManageBac, SchoolsBuddy, Toddle, etc. is desirable.

OUR OFFER

• Strategic Influence: A key role at the highest level of school administration with the opportunity to shape organisational coherence and culture.

• Professional Growth: A position that offers deep insights into international school governance and continuous development within a mission-driven environment.

• Collaborative Environment: Work at the heart of the school on our unique forest campus, closely integrated with a supportive and future-focused Executive Leadership Team.

• Purpose-Led Work: The chance to contribute to a welcoming and inclusive educational community that values diversity and professional excellence.