Team Assistant

We are looking for a highly organized, proactive, and detail-oriented Team Assistant to support daily operations, office management, and executive leadership. This role is ideal for someone who thrives in a fast-paced environment, can effectively manage multiple priorities, and takes ownership of administrative processes.

Key Responsibilities

Office Operations and Administration

• Manage daily office operations, including deliveries, front desk responsibilities, and coordination with visitors and service providers
• Oversee office suppliers and contractors such as cleaning, maintenance, safety, and waste collection
• Liaise with the landlord on office-related matters
• Monitor office supplies, stationery, and equipment, and place orders as needed
• Purchase office furniture and equipment on an ad hoc basis
• Maintain kitchen and common areas, including ordering groceries and managing stock levels
• Ensure availability of hygiene and restroom supplies
• Handle procurement requests via Amazon and other platforms

Facilities and Logistics Management

• Coordinate packing, labeling, and shipping of samples
• Manage company car operations, including maintenance, servicing, insurance, and refueling
• Handle deliveries and resolve logistics issues with suppliers such as orders, returns, and replacements
• Manage SIM card procurement and distribution for employees

Finance and Administrative Support

• Collect and process invoices related to office operations and contracts
• Upload and reconcile receipts in expense management systems such as Moss and Navan
• Support bonus calculation processes for the sales team
• Handle bonus-related queries and reporting

Event and Travel Coordination

• Organize team events, including booking hotels, travel, restaurants, and activities
• Coordinate in-office events such as team lunches, client visits, and company events
• Support exhibitions and marketing events, including logistics and materials management
• Arrange business travel and accommodation for employees and executives

HR and Employee Support

• Support onboarding of new employees, including office orientation, access setup, and equipment coordination
• Assist employees with office setup, including SIM cards, access cards, and keys
• Provide ongoing administrative and operational support
• Assist with visa application processes

Executive Support

• Provide dedicated support to senior leadership, primarily at Sales Director or executive level
• Manage calendars, meetings, and scheduling
• Coordinate travel, agendas, and communication with internal and external stakeholders
• Organize town halls, Q&A sessions, and executive communications
• Handle ad hoc administrative and strategic tasks

Requirements

• Strong organizational and time management skills with the ability to handle multiple tasks simultaneously
• Excellent written and verbal communication skills
• Ability to work independently and take initiative
• High level of attention to detail and problem-solving skills
• Experience in office management, administration, or executive support
• Experience with travel coordination, event planning, and vendor management is a plus
• Proficiency in Microsoft Office, including Excel, Outlook, and Word
• Experience with expense management systems such as Moss and Navan is an advantage
• Ability to handle confidential information with discretion and professionalism
• Strong interpersonal skills and ability to work with cross-functional teams
• Fluency in English at C1 level

Personal Qualities

• Proactive with the ability to work independently
• High level of responsibility and reliability
• Flexible and able to quickly adapt to change
• Strong multitasking skills with the ability to prioritize effectively
• Excellent organizational skills and attention to detail
• Team player with a positive attitude
• Strong communication skills across all levels of the organization
• Resilient and able to perform well in a dynamic, fast-paced environment
• Results-oriented with a strong service mindset

Language Skills

• English — essential (professional fluency)

Location

Remote

Working Hours

Standard business hours aligned with European time zones, with flexibility required to support executive schedules when necessary

Holiday Calendar

Bavarian holidays

Compensation

Salary to be determined based on market benchmarking and candidate seniority

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