We are looking for an enthusiastic, thoughtful, and proactive Front Office / Administrative Assistant to join our team in Vienna!

If you’re someone who brings integrity to every task, stays curious and open to learning, takes pride in delivering structure and clarity, and naturally connects with others through empathy and self-awareness, this could be the perfect fit. A strong work ethic and a positive, can-do mindset will help you thrive in this role.

Responsibilities include:

Greet and welcome clients, visitors, and staff in a professional and friendly manner;
Manage the general phone system; direct calls appropriately and take accurate messages;
Coordinate meeting room bookings and prepare rooms for client meetings (refreshments, tech setup etc.);
Handle incoming and outgoing mail and courier services;
Maintain a tidy and organized reception area;
Liaise with building management and service providers when needed;
Monitor visitor access and maintain security procedures;
Support the coordination of internal events and client hospitality efforts

Key skills and experience required:

Excellent attention to detail, with a structured and reliable working style;
Perfect German and good English skills (written and spoken);
Basic document management experience;
Good command of MS Office (Excel, Word, Outlook);
Strong interpersonal and communication skills, with the ability to liaise with colleagues across multiple offices;
Previous experience in a Receptionist or Administrative Assistant role is an advantage.

Only candidates who meet all the requirements set out above will be considered for the position.

What we offer

At Kinstellar, we prioritize your goals. We begin by understanding your strengths and ambitions as an employee and strive to create opportunities that unlock your full potential. By joining our team of exceptional talents, you become part of our high culture where we are committed to your personal and professional growth. We offer:

Annual salary reviews and performance bonuses;
Gym Membership, annual public transport ticket;
Participation in social events, trips, and team-building activities;
Referral bonuses for bringing in top talent;
Engaging and diverse tasks to keep you motivated;
Opportunities for training and career growth within the firm;
Language courses to enhance your communication skills in a global setting;
The chance to join our esteemed volunteering program.

Compensation

The minimum gross monthly salary for this position is EUR 2,400 in accordance with the applicable collective agreement. However, a market-aligned overpayment is explicitly offered, particularly for candidates with relevant experience in a legal environment or high-end hospitality sector.

Why Kinstellar?

At Kinstellar, we provide premium legal services and pride ourselves on having a collaborative, team oriented, future looking culture providing unique development opportunities to grow in a highly supportive working environment throughout all stages of your career. At Kinstellar you will have the opportunity to work with outstanding lawyers of Emerging Europe, Central Asia and of the world’s greatest referring law firms on highly complex cases. We are a purpose-driven organization, with outstanding sector and service line expertise, knowledge and commitment to client service and innovation.

We know our people value flexibility around when and where they work. So, we are committed to offering a more adaptable way to work, balancing the way you work and your lifestyle with hybrid working options.

We will support your career aspirations by offering access to mobility programs such as intra- office secondments and secondments with referring law firms where possible. These programs give you the chance to travel to other countries, engage with international clients, lawyers and develop your networks.

Equal opportunities

Kinstellar provides equal opportunities to all employees and applicants and strictly prohibits discrimination based on ethnicity, religion, age, sex, national origin, disability status, sexual orientation, gender identity or expression, or any other protected characteristics.

Joining Kinstellar means working with some of the finest legal minds in Emerging Europe and Central Asia on the region's most challenging mandates. We attract the best and brightest talents to help us continue our stellar growth.

Do you consider yourself Stellar?

To apply:

At Kinstellar we welcome direct applications. Please send your application (CV and cover letter) in English to Estera Stojanovic, HR/Office Manager, at . We will then be in touch with you once we have reviewed your application. Only shortlisted candidates will be contacted.

By submitting your application, you agree to provide us with your personal data for the purposes of the recruitment process at Kinstellar. Your personal data will be processed with utmost confidentiality by Kinstellar solely for the purposes of selection and recruitment and will not be transferred to other data controllers unless required by law.

By submitting your application, you understand and consent to Kinstellar retaining your personal information for a period of up to 12 months. This allows us to consider you for future career opportunities.

By submitting your application, you hereby acknowledge that you understand and consent to Kinstellar Privacy Policy.

Note: All information provided will be treated with strict confidentiality.

Front Office Coordinator