NetJets Office Manager & Executive Assistant

Role & Responsibilities

• Serve as the primary point of contact for visitors and office-related matters, ensuring a professional and welcoming environment with efficient resolution of requests
• Prepare and maintain meeting rooms to a high standard, including catering coordination and technology setup, while maintaining office presentation aligned with NetJets brand standards
• Oversee all incoming and outgoing mail, coordinate courier services, and manage timely distribution across the office
• Manage office supplies and inventory with cost control measures and payment processing
• Manage access control systems including security badge administration
• Support the VP of Sales by managing and optimizing their calendar and administrative activities
• Coordinate arrangements for meetings, conferences, and events, assembling appropriate materials for smooth execution
• Liaise with travel department to coordinate all travel arrangements, itineraries, and accommodations
• Organize VIP visits and guest hosting to reflect NetJets' highest standards and premium brand image
• Support annual budget planning, forecasting, and capital management with the Real Estate & Facilities Manager
• Oversee maintenance, safety, and functionality of the office environment
• Coordinate and manage vendors, contractors, and service providers while partnering with Procurement on contracts and renewals
• Conduct regular facility inspections, generate property records and reports, and identify maintenance or safety issues
• Support implementation of emergency procedures, business continuity plans, and evacuation drills
• Monitor and control facilities budgets for London and Munich offices, ensuring cost efficiency
• Review and process invoices and expenses in accordance with company procedures
• Ensure full compliance with Health & Safety standards, including First Aider and Fire Marshal requirements
• Maintain risk assessment and compliance documentation records
• Act as the local contact for audits and inspections related to office operations
• Provide backup support for other Executive Assistants as required

Qualifications

• Minimum 5 years of experience in office management, facilities coordination, and executive support in a fast-paced environment
• Understanding of health and safety and workplace compliance requirements preferred
• Strong organizational and multitasking abilities with excellent attention to detail
• Highly proactive with the ability to anticipate needs, prioritize effectively, and resolve issues independently
• Excellent communication and interpersonal skills with a strong customer service mindset
• Demonstrated experience managing vendors, budgets, and service providers
• Ability to manage confidential and sensitive information with discretion
• Decision-making and ownership mindset
• Highly professional and polished, aligned with premium brand standards
• Collaborative team player with a positive, can-do attitude
• Strong IT skills with proficiency in MS Office and office management systems
• Ability to work effectively in a fast-paced, dynamic environment

Skills

Experience

4-6 years of office management, facilities coordination, and executive support experience in a fast-paced, professional environment; minimum 5 years preferred in this role

Education

Bachelor's degree

Workplace

About Cerulean

Cerulean is the definitive career portal for the global luxury industry. We match exceptional professionals with exclusive opportunities at the world's most prestigious brands. From haute couture and fine watchmaking to prestige beauty, hospitality, and boutique retail, Cerulean centralises luxury employment to help you find the career for which you were destined.