Administrative Assistant & Office Coordinator

About This Opportunity

We are representing a fast-scaling technology company in Berlin that is redefining how brands connect with their audiences. Our client operates at the intersection of marketing technology and community engagement, and they need an experienced Administrative Assistant & Office Coordinator to join their growing team.

This role is perfect for someone who thrives in dynamic environments and wants to grow beyond traditional administrative work. You'll be the face of the office, orchestrating candidate experiences, supporting leadership, and ensuring every visitor interaction reflects excellence.

Responsibilities

• Serve as the primary point of contact at the front desk, welcoming candidates, guests, and employees with professionalism and warmth
• Coordinate end-to-end onsite interviews, including scheduling panels, booking rooms, and hosting candidates to ensure a seamless and considered experience
• Manage guest check-in processes using visitor systems, conduct office tours, and arrange refreshments while maintaining confidentiality and accessibility standards
• Provide calendar and light scheduling support to the leadership team, with opportunities to expand responsibilities over time
• Support ad hoc projects, events, and administrative tasks as they arise, with scope growing as you settle into the role
• Maintain organized meeting-room calendars and ensure clear communication on request timelines and confirmations

What We're Looking For

• Experience in coordination, team assistance, front-of-house, hospitality, or similar administrative support roles with a hospitality-first approach
• Ownership mentality—you see tasks through to completion, close every loop, and bring solutions alongside questions
• Exceptional attention to detail with names, times, room bookings, and confirmations; precision is as important as speed
• Strong prioritization skills to balance candidate needs, leadership requests, and office operations when demands compete
• Proficiency with Google Workspace, Slack, and calendar scheduling; ability to independently learn new tools like visitor management systems and applicant tracking platforms
• Clear, professional written and verbal communication with all stakeholders, plus discretion when handling sensitive information
• Comfort with ambiguity and rapidly changing priorities; you stay composed when plans shift and can absorb last-minute changes without losing momentum
• Track record working in fast-paced environments where priorities evolve quickly
• Bonus: familiarity with AI tools for drafting, summarizing, and staying organized

How We Work With You

When you apply through Get A Job.ai, our talent team will review your background and schedule an initial conversation to understand your experience and career goals. If there's a strong mutual fit, we'll submit your profile to our client and guide you through their interview process. Please do not contact the client directly—all communication and coordination will flow through our recruiting team to ensure the best experience for everyone involved.

Pay

Pay via Get A Job.ai has not been disclosed for this role. Compensation details will be shared during the screening process.

Location: Berlin | On-site

Employment Type: Full-time

Get A Job.ai is committed to equal opportunity employment. We welcome and encourage applications from candidates of all backgrounds and experiences.