Executive Assistant / Administrator - German Speaking - Part time available

Executive assistant / administrator - German Speaking

Office based - Purley

Part-Time option available - 32 - 40 hours

Tjarks and Tjarks has 30 years-experience of designing and producing brands that win at the retail shelf. Our clients trust us time and again, over decades, to lead them through the changing dynamics of the shopper world and to design packaging that ensures their brands are picked first. We deliver our 360 design to artwork philosophy efficiently, faithfully, and accurately, across the globe. We create and produce as one seamless, joined up team of experts, all under one roof.

About the role

Our Office Managerʼs remit has outgrown one pair of hands and we are now looking for a bright, people-centric assistant and PA to join our growing team! Youʼll keep the front of house humming, ensure nothing slips through the cracks when the Office Manager is away, and bring native-level German skills for in-house quality control of client-facing work.

Key responsibilities

Front-of-house & daily operations

• Meet and greet all visitors, suppliers, and couriers with a warm, professional manner.
• Answer and route incoming calls, emails, and post; triage queries for the wider team.
• Book meeting rooms, arrange hospitality, and manage visitor security.
• Maintain a welcoming and polished reception area.
• Manage the company phone and voicemail systems.
• Log and escalate IT issues, liaising with external IT support providers.
• Adhoc support for the finance department if required for example keeping the fixed asset register up to date and reconciling expense sheets.

Supporting the Directors

• Assisting and supporting the directors in all areas, such as ad-hoc project support, conducting research, high quality reporting, regular project updates, proof-reading and communicating in German with suppliers
• Managing diaries - organise / schedule meetings
• Book business travel arrangements, including flight, transport, and accommodation for senior management and other staff members

Backup office management & logistics

• Take ownership of daily office operations in the Office Managerʼs absence, including oversight of maintenance, cleaners, and contractors.
• Monitor health & safety compliance and track office spend against budget.
• Maintain stock of office and kitchen supplies; raise purchase orders and reconcile invoices.
• Arrange couriers (e.g., UPS for GMG proofs) and manage business/international travel.
• Oversee timesheet and attendance system administration.
• Provide light PA support to Managing Directors (e.g., diary scheduling, preparing expenses).
• German QC & advanced tasks
• Proofread presentations, marketing materials, and contracts in German; flag errors and suggest corrections.
• Act as a first-pass contract reviewer or negotiator (with leadership guidance).
• Support project teams with ad-hoc research or client comms in German.
• Champion accuracy and brand consistency across all touch-points.

About you

• Languages: Native-level German + fluent English (spoken & written).
• Personable, calm under pressure, and able to represent a creative brand confidently.
• Exceptional time-management and multi-tasking skills
• Eagle-eyed proof-reader; quality-first mindset.
• Tech-savvy: Advanced MS Office skills (Word, Excel, Outlook, PowerPoint) and confidence learning new tools.

Experience:

• Previous experience in a busy reception, office coordination, or administrative support role (especially in a design or creative environment).
• Exposure to client service or hospitality.
• Eligible to work in the UK and commute to Purley five days per week

Equal Opportunities - as a company, we adhere to and promote equal employment opportunity for all, regardless of any characteristic as protected by law.

Data Protection – any information we receive as part of an enquiryabout opportunities with Tjarks and Tjarks Design Ltd including personal contact details,CV and email address will be kept and used for recruitment purposes for a period of at least one year. You can view the PrivacyNotice at https://tjarksandtjarks.com/en/job-applicant-privacy-notice/.

Please contact us on [email protected] if you wish us to deleteany information you have givenus and, subjectto our rights and obligations under the GDPR, your information will be deleted upon request.

Application - we welcome direct applications either in response to one of our advertised vacancies or on a speculative basis.