Office Manager / Executive Assistant

A family office is looking for an Office Manager / Executive Assistant to support the owner and partners, while helping ensure the smooth, structured and predictable day-to-day running of a newly opened office in the city centre. This role combines executive support, office coordination and document-focused administrative work. The successful candidate will become a reliable operational anchor for the team, helping maintain order, ensuring clear communication flow and supporting the completion of current tasks with accuracy and discretion. The core of the role includes working with documents, contracts and business correspondence, assisting with document review and amendments, coordinating signatures, following up on outstanding communication, and making sure that partners, counterparties and service providers respond on time. The role also includes maintaining document order, supporting records management and handling confidential information with the required level of care.In addition, this person will be responsible for daily office coordination, including keeping the office well organised, managing basic office purchases and supplies, supporting management and guests, and helping maintain a professional and welcoming office environment. From time to time, the role may also involve arranging hotels, tickets, transfers, meetings, dinners and occasional business-related logistics.

We are looking for a candidate with 3+ years of relevant experience in one or more related roles, such as Executive Assistant, Office Manager, Private Assistant, Legal Administrator, or a similar administrative and coordination-based position. The ideal candidate is highly organised, service-oriented, discreet and able to work independently while maintaining a high standard of execution. Strong written and verbal English is essential. Previous experience supporting senior stakeholders or business owners will be considered an advantage. A strong plus will be experience working with legal documents, contracts and related documentation workflows. Legal education will be considered a major advantage. We will also value candidates who have experience in high-net-worth, family office, private client service or similarly high-trust environments. Candidates from hospitality, aviation, concierge or premium service backgrounds may also be considered, provided they bring relevant administrative experience, strong document discipline and excellent organisational skills. The personal profile we are looking for is calm, energetic, diplomatic, composed, discreet and proactive in the right way. Emotional stability, tact, confidentiality and the ability to work without creating unnecessary noise are very important for this position. Execution quality is more important to us than visible assertiveness, so we are looking for a serviceminded professional with mature judgement and attention to detail.

This position offers the opportunity to work directly with strong entrepreneurs involved in international business and to become an important part of a newly established office environment. The role offers a high level of trust, meaningful exposure to senior decision-makers, and the opportunity to build clarity, structure and predictability in the daily workflow. We are looking for a long-term team member and value loyalty, maturity and reliability.

We offer a competitive salary, which will be discussed individually with the final candidate. In addition to compensation, we offer a professional environment, close collaboration with ownership, broad exposure to business operations, and the opportunity to take on a trusted role with real responsibility and long-term potential.

The position is office-based only and the workplace is located in the city centre. The standard format is a regular office schedule. Availability outside normal working hours may occasionally be required, but this is expected to happen rarely.The role is primarily business-focused. Personal tasks for the owner may occur from time to time, but only rarely. Estonian is not expected to be essential for daily work, as the role should be manageable in English.The search is being conducted confidentially. At the same time, the role may be presented as part of a family office, as this positioning is considered attractive and relevant for the right candidate pool.