Executive & Office Specialist

About the role

DeepL is a global AI product and research company focused on building secure, intelligent solutions to complex business problems. As an Executive & Office Specialist, 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. You will operate with a high degree of autonomy, exercising sound judgment in scheduling, task prioritization, and stakeholder communication. Your work will directly enable the leadership team to focus on strategic priorities while maintaining seamless coordination across internal and external partners. You will be measured by your ability to drive operational efficiency and enhance the productivity of the leader you support.

Key facts

What you'll do

• Oversee office operations in Austin, NYC & San Francisco, handling mail management, local procurement, and health & safety processes while coordinating office moves, adds, and changes.
• Administer office access and guest card administration via designated systems and establish regional guidelines for visitor protocols to ensure secure and efficient facility management.
• Coordinate and support local and global events, including handling catering logistics and assisting with event bookings to amplify company messaging across internal and external channels.
• Process office-related invoices and manage budgets aligned with the office global team, ensuring financial accuracy and compliance with internal controls.
• Manage vendors and projects related to the office, maintaining relationships and driving execution against timelines and deliverables.
• Organize communications between the VP & stakeholders across multiple platforms to facilitate faster decision-making and reduce friction in information flow.
• Prepare, coordinate, and moderate meetings hosted by the VP or other internal and external meetings as requested, ensuring alignment with leadership objectives.
• Create and edit visually compelling presentations that align with the leader's specific messaging and corporate branding standards.
• Coordinate domestic and international travel logistics and maintain meticulous expense reconciliation in strict compliance with company policies.
• Manage the US VP Sales dynamic calendar independently, resolving scheduling conflicts with minimal guidance to optimize the leader's time.
• Amplify company messaging by championing regional and company initiatives across internal and external channels to foster visibility and inclusion of global programs.
• Drive office-related request and ticket management through Jira, ensuring timely resolution and updates for stakeholders.
• Provide general office assistance and proactively drive office improvements and experience touchpoints to enhance the workplace environment.
• Support onboarding and offboarding logistics in collaboration with the global office team, local IT, and the People team.
• Demonstrate flexibility by occasionally attending team meetings outside of traditional hours to maintain alignment across time zones.

Requirements

• You are authorized to work in the United States of America and will require work authorization sponsorship before starting the role.
• You are fluent in English and have strong written and verbal communication skills.
• You have previous experience in an executive assistant or office specialist capacity, ideally in a fast-paced, international environment.
• You have a proven track record of managing complex calendars, scheduling, and coordinating high-level meetings and travel.
• You are experienced in handling confidential and sensitive information with discretion and professionalism.
• You have strong proficiency in Microsoft Office and Google Workspace, including advanced skills in presentations, spreadsheets, and document creation.
• You are comfortable managing vendor relationships and overseeing projects related to facilities and office operations.
• You have excellent problem-solving skills and the ability to exercise sound judgment with minimal supervision.
• You are able to work in the office four days per week in the Austin location as required for this role.

Nice to have

• Experience working in a global, multi-time zone environment with remote teams.
• Familiarity with CRM and sales support tools.
• Experience coordinating large-scale events and managing corporate travel logistics.
• Knowledge of AI or enterprise software environments.

Practical notes

This role requires work authorization sponsorship and eligibility to work in the United States. The position is full-time and based in Austin with a requirement to work in the office four days per week. There may be occasional travel or meetings outside standard hours to align with global teams. Only candidates authorized to work in the USA will be considered.