Executive Assistant & Office Manager (m/w/d)

About RIGOL Technologies EU GmbH

RIGOL Technologies EU GmbH, situated in Gilching, Bavaria, is the European branch of RIGOL Technologies, a leading global manufacturer specializing in test and measurement devices. The company caters to an extensive network of customers, partners, and distributors throughout Europe, delivering high-quality and innovative electronic measurement solutions. The workplace culture is dynamic, internationally focused, and driven by a dedication to technology and excellence.

Role Summary

The role combines executive assistance with comprehensive office management, essential to supporting senior leadership and ensuring seamless daily operations at the Gilching office. The successful candidate will be highly organized, proactive, discreet, and thrive in a fast-paced multinational setting.

Key Responsibilities

• Deliver extensive personal and administrative assistance to the Managing Director.
• Coordinate complex calendars and meetings across various time zones.
• Arrange domestic and international travel, including flights, lodging, transfers, and visa logistics.
• Draft, proofread, and format diverse business documents such as correspondence, reports, and presentations.
• Serve as the primary contact point for executive communication—screening calls, emails, and visitors with professionalism and confidentiality.
• Prepare meeting agendas, record precise minutes, and track follow-up actions.
• Handle sensitive information with discretion and integrity.
• Assist in preparing board documents, executive briefings, and business evaluations.
• Perform personal errands and ad hoc tasks for the managing director as needed.
• Coordinate with internal departments and external partners, clients, and stakeholders on behalf of management.
• Manage daily office operations to maintain a professional and welcoming work environment.
• Administer relationships with vendors, suppliers, and service providers including cleaning, catering, IT, and maintenance.
• Supervise procurement and inventory of office supplies.
• Facilitate onboarding logistics for new staff, including workspace setup and access.
• Maintain physical and digital filing systems ensuring compliance and proper document management.
• Oversee incoming and outgoing postal, courier services, and deliveries.
• Organize company events, meetings, off-sites, and visitor programs.
• Handle office budget monitoring, petty cash management, and expense reporting.
• Act as the liaison with building management addressing facility-related concerns.
• Ensure office compliance with health and safety protocols.
• Support HR duties such as maintaining personnel files and coordinating with external HR and payroll services.
• Assist with basic bookkeeping and invoice processing alongside the finance team.

Candidate Profile

• A minimum of three years' relevant experience as a Personal Assistant, Executive Assistant, or Office Manager in an international or technology-focused environment.
• Exceptional organizational and multitasking abilities.
• Fluency in German and English, both verbal and written at a professional level.
• High standards of discretion, trustworthiness, and professionalism.
• Skilled in MS Office applications and digital tools such as Teams and Zoom.
• Strong communication and client service orientation.
• Self-motivated with the ability to anticipate needs and work autonomously.
• Adaptable and flexible in a dynamic, international team.

Preferred Qualifications

• Polish language knowledge is an asset due to business relations but is not mandatory.
• Background in technology, engineering, or electronics sectors.
• Familiarity with accounting or ERP systems like SAP or DATEV.
• Experience with corporate travel management platforms.
• Additional European language skills are welcomed.

Benefits

• Significant position within a fast-growing, internationally active technology firm.
• Supportive, diverse, and professional team atmosphere.
• Modern office environment with convenient transport access.
• Competitive remuneration aligned with experience.
• Thirty days of vacation annually.
• Opportunities for professional growth and development.
• Secure, long-term employment with a globally respected brand.