Office Administrator — CesiumAstro

At CesiumAstro, we are developers and pioneers of out-of-the-box communication systems for satellites, UAVs, launch vehicles, and other space and airborne platforms. We take pride in our dynamic and cross-functional work environment, which allows us to learn, develop, and engage across our organization. If you are looking for hands-on, interactive, and autonomous work, CesiumAstro is the place for you. We are actively seeking passionate, collaborative, energetic, and forward-thinking individuals to join our team.

We are looking to add an Office Administrator to our team. In this position, you will support the day-to-day administrative operations of the company by coordinating business activities, managing office operations, and providing administrative support that enables efficient business operations. This role contributes to organizational effectiveness by coordinating schedules, supporting departmental initiatives, maintaining business records, and improving administrative processes that support operational success.

Working cross-functionally with employees, managers, vendors, and business stakeholders, this role supports administrative operations, office logistics, meeting coordination, travel arrangements, and business activities while ensuring services align with organizational priorities and established procedures.

KEY RESPONSIBILITIES

• Provide administrative support to assigned departments, managers, and business leaders.
• Prepare correspondence, reports, presentations, meeting materials, and other business documents.
• Coordinate calendars, meetings, conference rooms, travel arrangements, and departmental schedules.
• Maintain business records, files, and documentation in accordance with company procedures.
• Coordinate daily office operations, including office supply management, mail distribution, shipping and receiving, and visitor support.
• Support office logistics, meeting preparation, and facility-related administrative activities.
• Assist with employee onboarding logistics and general office administration.
• Maintain office procedures and support efficient day-to-day business operations.
• Respond to inquiries from employees, vendors, and external visitors in a professional and timely manner.
• Coordinate administrative activities supporting departmental projects, meetings, and operational initiatives.
• Assist with data entry, expense reporting, recordkeeping, purchasing activities, and other business processes.
• Maintain confidentiality while handling sensitive business information.
• Support implementation of administrative process improvements and office initiatives.
• Evaluate administrative workflows and recommend improvements that enhance efficiency and service delivery.
• Maintain administrative procedures, templates, and operational documentation.
• Build productive working relationships with employees, vendors, and business stakeholders.

JOB REQUIREMENTS AND MINIMUM QUALIFICATIONS

• Bachelor's degree in business administration, communications, office administration, or a related field with 2–5 years of related experience, or Master's degree with 0–3 years of related experience in administrative support, executive support, office administration, customer service, business operations, or a related field.
• Knowledge of administrative support principles, office operations, business communication, and records management.
• Practical understanding of scheduling, meeting coordination, document preparation, and administrative workflows.
• Experience utilizing Microsoft Office applications and standard business productivity tools.
• Demonstrates organizational skills with the ability to coordinate multiple administrative priorities and operational activities.
• Strong communication and relationship-building skills with employees, managers, vendors, and external visitors.
• Attention to detail when preparing business documents, maintaining records, and coordinating administrative activities.
• Maintains confidentiality while handling sensitive business information
• Ability to identify opportunities to improve administrative processes and support implementation of operational enhancements.
• Ability to communicate effectively in German, both verbally and in writing, with employees, executive leadership, customers, and business stakeholders.

PREFERRED EXPERIENCE

• Self-motivated with the ability to work independently and as part of a collaborative team.
• Experience with the aerospace telecommunications industry.
• Experience with startups.

CesiumAstro considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, and key skills.

Please be aware that many roles will be subject to both security and export control restrictions. These restrictions mean that factors including new starter’s nationality, any previous or dual nationalities held, place of birth and country of residence may limit those roles that you can perform for the organization.

Please note: CesiumAstro does not accept unsolicited resumes from contract agencies or search firms. Any unsolicited resumes submitted to our website or to CesiumAstro team members not through our approved vendor list or Talent Acquisition will be considered property of CesiumAstro, and we will not be obligated to pay any referral fees.