Q·ADVISERS is an investment and corporate finance boutique based in Vienna. Q·ADVISERS and its subsidiaries operate in the areas of venture capital and private equity (QC·VENTURES), real estate (Q·Real), renewable energy (SQ·Energy) and its listed Family Office Investment Holding (Q·CAPITAL).
Who do we look for?
Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people. We look for pro-active approach and very high communication standards.
The position is available from 1. September 2026.
Responsibilities:
Executive Support & Project Management
Executive Assistance: Provide high-level support to the CEO and Board, including complex calendar management, meeting coordination, and appointment scheduling.
End-to-End Projects: Manage special projects from initial ideation through to final execution.
Travel Coordination: Handle all logistics for business travel, including flights, hotels, and rail bookings.
Stakeholder Management
Relationship Management: Serve as a key point of contact for important partners, stakeholders, and vendors.
Guest Relations: Provide a "warm welcome" and general support to all visitors, acting as the face of the office.
Marketing / Event Organization & Digital Presence
Collateral Design: Create professional marketing materials, including booklets, brochures, and information packs.
Digital Maintenance: Update and maintain the company website and assist with the uploading and formatting of new blog content.
Organize Events: assist and organize office events. Handle organization of agendas, reservations, welcoming of guests, etc. for networking events in the office.
Create Materials for Events: create booklets, presentations, invitations & save the dates for Office Events (know your way around Canva or similar tools for designing)
Administration and Document Management
Document Control: Manage sensitive documents, including contract review, signature supervision, and filing.
Legal research: research relevant legal topics and brief the office on them where needed
Drafting contracts: create first draft of basic corporate contracts
Information Management: Ensure all office correspondence and records are organized and easily accessible.
Office Operations & Facilities
Office Oversight: Maintain high standards for the physical workspace, ensuring it is organized, professional, and functional.
Procedures & Policies: Develop and implement office policies and standards to streamline operations and ensure consistency.
Security & Access: Responsible for the daily opening and closing of the office to ensure premises are secure.
Inventory Management: Organize and maintain office equipment and refreshments/beverages acting as main liaison to vendors.
Mail & Logistics: Handle incoming/outgoing mail and manage the physical distribution of documents and post office runs.
Strategic Culture: Actively foster an atmosphere of trust, professionalism, and teamwork within the family business environment.
Building of AI Agent
Help with the building / development of an Office Manager AI Agent: know some basics of AI platforms and be able to assist in the development of AI Agents
Qualifications
Must have high communication and interpersonal skills
Strong organizational and time management skills with ability to prioritize tasks
Strong problem-solving skills & proactive approach
Attention to detail and analytical abilities
Must be proficient in Microsoft Office with attitude to learn new software and systems
Engaging personality and optimistic outlook
German and English language are required on min. C1 level.
Details about this job
Full Time (Permanent employment)
- Monday to Friday
- 38,5 hours
Place of work
- Wien
Must-have skills
- Microsoft Office
Required languages
- German C1
- English C1
Details about this job
Full Time (Permanent employment)
- Monday to Friday
- 38,5 hours
Place of work
- Wien
Must-have skills
- Microsoft Office
Required languages
- German C1
- English C1
Contact person
Anna Kaczor
Please send your application only in ENGLISH to Anna Kaczor
Q∙ADVISERS GmbH
Habsburgergasse 2
1010 Vienna
