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

U.S. Eastern Time Zone

Holiday Calendar

Bavarian holidays

Compensation

Salary to be determined based on market benchmarking and candidate seniority