Executive & Office Specialist

DeepL•Austin, TX

2d•$61,100 - $71,000•Hybrid

About The Position

DeepL is a global AI product and research company focused on building secure, intelligent solutions to complex business problems. 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.

Requirements

Ability to handle projects of moderate scope by exercising independent judgment within defined practices.
Comfortably manages shifting priorities during periods of uncertainty.
A baseline understanding of the department’s technical functions, including terminology, team structures, workflows, and strategic priorities.
Ability to maintain professional relationships with leads across the entire organization.
Serve as a reliable first point of contact for departmental inquiries and coordinate large-scale meetings involving external guests.
Capability to offer standard professional advice and prepare initial reports for review by senior team members.
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.
Fluency in English (reading, writing, and spoken communication).
Advanced business-level English (reading, writing, and spoken communication).
Bachelor’s degree (BA) or equivalent work experience.
Proficiency in Google Workspace and Mac-based business applications, with the ability to manage technical setup and provide hands-on support for meetings.

Responsibilities

Administer office access and guest card via designated systems; establish and maintain regional guidelines for visitor protocols.
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.
Demonstrate a high degree of flexibility, including willingness to occasionally attend team meetings outside of traditional hours.
Manage vendors and projects related to the office.
Process office-related invoices and manage budgets aligned with the office global team.
Coordinate & support local and global events, handle catering logistics, and assist with event bookings.
Actively champion and amplify regional/company initiatives across internal and external channels, fostering visibility and inclusion of global programs.
Manage and resolve office-related requests submitted through Jira, ensuring timely resolution and updates.
Work with global office team, local IT and People team to manage off- and on-site logistics.
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-makings.
Create and edit visually compelling presentations that align with the leader’s specific messaging and corporate branding.
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.
Coordinate domestic and international travel logistics and maintain meticulous expense reconciliation in strict compliance with company policies.
Handle highly sensitive and confidential information with the utmost integrity and discretion.