Executive & Office Specialist

About the role

As an Executive & Office Assistant, US, you will provide comprehensive support to the US VP Sales while helping ensure the smooth day-to-day operations of our US offices. This role requires working in the office four days per week to provide hands-on support and maintain a strong workplace experience. Working under minimal supervision, you will exercise sound judgment in scheduling and task prioritization and ensure seamless communication across internal and external stakeholders.

Responsibilities

Your performance will be measured by your ability to drive operational efficiency and enhance the productivity of the leader you support through the following:

• Office Assistant scope (70% of the role):
  • Visitor & Access Management: Administer office access and guest card via designated systems; establish and maintain regional guidelines for visitor protocols.
  • Office Management & Support: Oversee office operations in Austin, NYC & San Francisco including mail handling, local procurement and health & safety processes. Provide general office assistance, proactively drive office improvements and experience touchpoints, support with office MAC (moves, adds, changes) logistics.
  • Time Zone & Meeting Alignment: Demonstrate a high degree of flexibility, including willingness to occasionally attend team meetings outside of traditional hours.
  • Vendor & Project Management: Manage vendors and projects related to the office.
  • Invoicing and Budget: Process office-related invoices and manage budgets aligned with the office global team.
  • Office Events: Coordinate & support local and global events, handle catering logistics, and assist with event bookings.
  • Amplify company messaging: Actively champion and amplify regional/company initiatives across internal and external channels, fostering visibility and inclusion of global programs.
  • Office Related Request/Ticket Management: Manage and resolve office-related requests submitted through Jira, ensuring timely resolution and updates.
  • Onboarding & Offboarding Logistics Support: Work with global office team, local IT and People team to manage off- and on-site logistics.
• Executive Assistant scope (30% of the role):
  • Calendar & Communication Management: Independently manage the US VP Sales dynamic calendar, resolving scheduling conflicts with minimal guidance. Organize communications between the VP & stakeholders on multiple platforms to facilitate faster decision-making.
  • Presentation & Material Management: Create and edit visually compelling presentations that align with the leader’s specific messaging and corporate branding.
  • Meeting/Event Management: Prepare, coordinate and moderate meetings hosted by VP, or other internal/external meetings requested. Collaborate with wider EA team and support tracking action items to ensure timely follow-up.
  • Travel & Expense Management: Coordinate domestic and international travel logistics and maintain meticulous expense reconciliation in strict compliance with company policies.
  • Confidentiality: Handle highly sensitive and confidential information with the utmost integrity and discretion.

Qualifications

• Bachelor’s degree (BA) or equivalent work experience.
• Advanced business-level English (reading, writing, and spoken communication).
• Proficiency in Google Workspace and Mac-based business applications, with the ability to manage technical setup and provide hands-on support for meetings.

Skills

• Problem Solving: Ability to handle projects of moderate scope by exercising independent judgment within defined practices.
• Navigating Ambiguity: Comfortably manages shifting priorities during periods of uncertainty.
• Business Acumen: A baseline understanding of the department’s technical functions, including terminology, team structures, workflows, and strategic priorities.
• Relationship Building: Ability to maintain professional relationships with leads across the entire organization.
• First Point of Contact: Serve as a reliable first point of contact for departmental inquiries and coordinate large-scale meetings involving external guests.
• Reporting: Capability to offer standard professional advice and prepare initial reports for review by senior team members.
• Process Improvement: Demonstrate Growth Mindset and proactively identifies areas for efficiency gains through feedback, surveys, and emerging technologies including AI tools. Consider & propose solutions, including the use of automation and AI models to drive innovation.

Benefits

• Diverse and internationally distributed team: Joining our team means becoming part of a large, global community with people of more than 90 nationalities. We're more than just colleagues; we're a group of professionals with a shared mission to connect diverse cultures.
• Open communication, regular feedback: We value smooth collaboration, direct and actionable feedback, and believe that leading with empathy and growth mindset makes us better together.
• Hybrid work, flexible hours: We offer a hybrid work schedule, with team members coming into the office twice a week. This allows you to engage directly with your team and experience the unique energy of our workspace, while still enjoying the flexibility and comfort of working from home. With flexible working hours and trust in your productivity, we are in sync with your team’s general locations and time zones to foster effective and seamless collaboration.
• Virtual Shares: Every employee receives Virtual Shares, linking your contribution directly to DeepL’s growth and rewarding you with a stake in our future.
• Regular in-person team events: We bond over vibrant events that are as unique as our team, from local team and business unit gatherings, to new-joiner onboardings, to company-wide events that bring us all together–literally.
• Monthly full-day hacking sessions: Every month, we have Hack Fridays, where you can spend your time diving into a project you're passionate about and get the opportunity to work with other teams–we value your initiatives, impact, and creativity.
• 30 days of annual leave: With 30 days off (excluding public holidays) and access to mental health resources, we make sure you're as strong mentally as you are professionally.
• Competitive benefits: Our benefits package is crafted to reflect the diversity of our team and tailored to align with your unique location, ensuring you feel supported every step of the way.

Schedule

This role requires working in the office four days per week.