Office Manager / Executive Assistant

A family office is looking for an Office Manager / Executive Assistant to support the owner and partners while ensuring the smooth day-to-day operation of a newly established office in Tallinn city centre.

The role combines executive support, office management and document administration. Key responsibilities include preparing, reviewing and updating documents and contracts, coordinating signatures, managing business correspondence, following up with partners and service providers, maintaining document records and handling confidential information with discretion.

You will also coordinate daily office operations, manage office supplies, support management and visitors, and help maintain a professional office environment. Occasionally, the role includes arranging meetings, business travel, hotels, transfers and other business-related logistics.

• 3+ years of experience as an Executive Assistant, Office Manager, Private Assistant, Legal Administrator or in a similar role.
• Excellent organisational and communication skills.
• Strong written and spoken English.
• Ability to work independently, accurately and confidentially.
• Professional, service-minded and proactive attitude.
• Correct and presentable appearance.

Experience supporting senior executives, working with contracts or legal documentation, legal education, or experience in family offices, private client services, hospitality, aviation or concierge services will be considered an advantage.

• A trusted role supporting experienced international entrepreneurs.
• Modern office in Tallinn city centre.
• Long-term position in a professional and high-trust environment.
• Close cooperation with decision-makers and broad exposure to business operations.
• Competitive salary based on experience and qualifications.

• Office-based position only.
• Standard office hours with occasional flexibility outside working hours if required.
• Daily work is conducted mainly in English.
• Confidential recruitment process.