Office Manager and Executive Assistant to CEO

vor 3 Wochen

Gilching, Deutschland Quantum- Systems GmbH Vollzeit

The role is based in Kyiv, Ukraine. Job could not be done remotely 

We are seeking a motivated Office Manager to join our team at the Ukrainian office of Quantum-Systems, a leading producer of Unmanned Aerial Vehicles (UAVs). Our UAVs are currently used by the Ukrainian armed forces, making a significant impact on the battleground. As the Office Manager, you will play a pivotal role in ensuring smooth daily operations and supporting our team’s efficiency. You will oversee office management, coordinate administrative tasks, and maintain communication with key stakeholders. If you are passionate about organizational excellence and possess strong problem-solving skills, we invite you to join our dynamic company and contribute to our mission of advancing UAV technology.


What is your Day to Day Mission:
  • Provide comprehensive administrative support to the CEO, including managing schedules, meetings, and travel arrangements.
  • Serve as the main point of contact for communication with key stakeholders, including the Ministry of Defence of Ukraine.
  • Organize and maintain company documents, ensuring confidentiality and compliance with legal standards.
  • Coordinate business trips and prepare travel expense reports.
  • Plan and manage onsite events, including meetings, conferences, and workshops, ensuring all logistics are handled efficiently.
  • Oversee daily office operations, including budget management, supplies, and facility maintenance.
  • Foster strong relationships with partners and clients through effective communication.
  • Ensure smooth office operations and a professional working environment.


What you bring to the team:
  • 3-5 years in office management or executive assistant roles, preferably in an international or fast-paced environment.
  • High proficiency in English. German and other languages will be beneficial. 
  • Strong knowledge of Microsoft Office Suite ; experience with document management systems is a plus.
  • Organizational Skills:- Excellent time management, multitasking abilities, and attention to detail.
  • Strong communication and ability to interact confidently with senior management and governmental stakeholders.
  • Ability to handle sensitive information with discretion and professionalism.
  • Self-motivated with the ability to prioritize tasks and resolve issues independently.

Why Quantum-Systems:
  • We believe in the power of combined efforts: straightforward tech expertise paired with a customer-centric focus.
  • We are industry pioneers who are ambitious, bold, and visionary.
  • We push limits, think outside the box, and strive for technological excellence to shape the future of aerial data.
  • We promise to be your runway for individual and professional growth.


About us:

Quantum Systems specializes in the development, design, and production of small Unmanned Aerial Systems (sUAS). The company’s range of electric vertical take-off and landing (eVTOL) sUAS are built to maximize range and versatility and to provide operators with a seamless user experience. By integrating cutting-edge software capabilities, like edge computing and real-time AI-powered data processing, Quantum Systems is building next-generation UAS for clients in the defense, security, and public sectors.

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