Workplace Associate

The Challenge

The Global Real Estate & Workplace organization is dedicated to designing, implementing, and optimizing an integrated, inclusive, sustainable, safe, and secure workplace experience for OneTrust’s distributed workforce. The team brings together Workplace, Operations, Corporate Technology, and Physical Security to support employees across both physical and digital environments.

As a Workplace Associate, you will serve as a key point of contact for employees, leaders, and visitors in our Munich office. You will help create a welcoming, engaging workplace experience by supporting office operations, employee events, workplace communications, and day-to-day hospitality.

This position reports to the Director, EMEA Workplace Operations, based in Madrid.

Your Mission

Staff the front desk during high-traffic periods, greeting employees, leaders, guests, and vendors while creating a welcoming office experience.

Build strong relationships with executive assistants, corporate teams, team leaders, and key stakeholders to stay informed of workplace needs, travel schedules, events, and organizational changes.

Partner with the Workplace Manager to plan and execute employee events, community engagement initiatives, and workplace communications.

Manage internal communication channels, respond to employee inquiries, and contribute content for newsletters and workplace updates.

Support day-to-day workplace operations in Munich, including office walkthroughs, maintaining common areas, stocking pantries, and ensuring workplace equipment and spaces are operating effectively.

Coordinate with building management and external vendors to support facilities operations and maintain a positive workplace experience.

Manage employee requests and workplace communications through JIRA, partnering with the GRE & Workplace team.

Support the creation, documentation, maintenance, and continuous improvement of workplace systems and processes.

Receive, sort, distribute, ship, and track mail and packages in accordance with company policies.

Conduct office tours and serve as a knowledgeable resource for employees, guests, and visitors.

Support workplace programming and employee engagement initiatives, including monthly office breakfasts and quarterly team events.

Provide remote support for the Paris office across workplace operations, employee experience, facilities coordination, and local events.

Travel to the Paris office on an occasional, as-needed basis to support major events, workplace projects, office relocations, or other business-critical initiatives.

Partner with cross-functional teams to support larger company and marketing events when needed.

Complete additional projects and responsibilities as assigned by your manager and GRE & Workplace leadership.

You Are

Ability to communicate effectively in English, both verbally and in writing; a minimum C1 level is required. Most interactions at the office will be in English, as will all interactions with the rest of the Global Real Estate & Workplace team.

A C1 level in German is also required. All interactions with vendors and the building’s property management team will be in German.

Knowledgeable about business processes and professional office etiquette.

Demonstrated interpersonal skills, with the ability to work effectively with all organizational levels.

Strong communication skills, including verbal, written, presentation, and listening skills.

Familiarity with and competence in Microsoft Suite, including Excel and PowerPoint.

Familiarity with marketing and internal communications techniques, including experience putting together email newsletters and managing online communities.

Familiarity with data entry regarding budgets, tracking supplies, and other forms of inventory.

Familiarity with mail and package processes with different providers.

Ability to maintain confidentiality and integrity.

Has a proactive, can-do approach and is eager to learn and grow.

Works well with little direction and has a strong sense of personal responsibility and integrity when it comes to doing a good job.

Ability to work efficiently and effectively while maintaining attention to detail.

Ability to collect and interpret information to be used to improve day-to-day work.

Basic project management skills, such as managing multiple client requests and deadlines.

Ability to reduce process errors and improve process results.

Proficiency with Microsoft Suite, including Excel, Word, and Microsoft Project.

Can-do, proactive attitude and eagerness to learn and grow.

Extra Awesome

Experience in Workplace Operations, Facilities, Employee Experience, Hospitality, or Corporate Real Estate environments.

Experience supporting a distributed and asynchronous workforce.

Familiarity with JIRA or other ticketing and request management systems.

Familiarity with modern workplace strategies, employee engagement programs, and workplace experience initiatives.

French language skills are a plus, as this role will provide remote support to the Paris office.