We are looking for a detail-oriented Project & Office Manager to join our team on a part-time basis (20 hours/week). This role combines project and document-flow support with day-to-day office and event management.
What the tasks involve:
Project & document administration:
Office & event management:
- Supporting financial reporting processes (collecting and preparing documents, maintaining the contracts register, flagging missing items),
- Assisting with expense documentation (credit card reports, travel and accommodation reimbursements),
- Managing project documentation (invoices, contracts, reports, and related materials),
- Coordinating with external parties (experts, partners, service providers, event venues),
- Maintaining contact databases and project files,
- Logistics arrangements and booking, procurement procedures and documentation.
Office & event management:
- Acting as the main point of contact for building, rental and service matters (landlord, utilities, IT support etc.),
- Organising and supporting events (on-site assistance, technical setup, recordings and livestreams),
- Procuring office supplies and equipment as needed (stationery, consumables, furniture, kitchenware),
- Maintaining the office calendar and tracking staff timesheets, leave, and sick day registrations.
You might be just who we are looking for if you:
- Have experience in administrative work, document management, or office coordination,
- Genuinely enjoy working with documents and structured processes — this role is built around them, and that's a feature, not a bug,
- Speak German at B2 level or above,
- Have conversational Belarusian or Russian,
- Speak English (fluent English - a strong asset; A2 is the minimum requirement),
- Are very comfortable and generally confident with technology, digital tools, systems, software and hardware,
- Have unrestricted access to the Austrian labour market (RWR+, permanent residency, or Austrian citizenship),
- Are available for a standard employment contract and a continuing work in our Vienna office.
What we offer:
- Part-time position (20 hours/week) with an employment contract,
- The opportunity to work in a quasi-international organization that offers tax benefits for employees,
- A multilateral and diverse work environment,
- Work in the fied of of societal engagement and sustainable development,
- Salary of € 1.791/month (gross), including Christmas bonus (Weihnachtsgeld, 13th salary) and vacation pay (Urlaubsgeld, 14th salary),
- health insurance (ÖGK) and pension contributions (Vorsorgekasse) due to Austrian law,
- Flexitime arrangement (Gleitzeitvereinbarung),
- Partial home office possible, upon agreement,
- Paid leave as per Austrian labour law, calculated proportionally based on your agreed working days per week,
- Spacious office space in the center of Vienna.
To Apply:
Please send your CV and a short cover letter until May, 20, 2026 to info@dialogbuero-vienna.at with the subject line "Project & Office Manager Application – Your Name"
