Event Assistant

OKAPI:Orbits; Braunschweig; On-site; EUR 17,000 - 25,000; Part time

Benefits offered by this job

30 days vacation & workation

Bahncard

Hansefit / Wellpass

Free drinks & snacks

Bike leasing

Company pension

Corporate benefits

Job summary

OKAPI:Orbits is seeking a part-time Event Assistant to help plan and run our presence at conferences, trade fairs and industry events worldwide. You will work closely with Sales and Marketing to ensure seamless booth setups, registrations and logistics from start to finish.

In this hands-on role you own details, keep schedules, budgets and checklists, and coordinate travel, timings and material shipments. Fluent English is required, and experience in event planning or similar projects is

Qualifications

• Work permit for EEA.
• Availability of >20 hours per week with flexibility around event dates.
• Experience organizing events or comparable projects.
• Excellent organizational skills with deadlines and budgets.
• Proficiency in Microsoft 365 and ability to learn HubSpot and Confluence.
• Fluent English in speaking and writing.

Responsibilities

• Plan and coordinate participation in conferences, trade fairs, occasional online events and industry events, including travel and on-site logistics.
• Keep the annual events calendar current, track deadlines, budgets and costs per event, and report outcomes.
• Prepare booth materials, giveaways, print and demo equipment with Marketing; ensure timely arrival and intact delivery.
• Coordinate speaker slots, meeting schedules and customer dinners with Sales; keep leads in HubSpot.
• Research upcoming events, collect offers, and recommend where to show up.
• Manage travel for the team to maximize customer-facing time.

Tools

Microsoft 365

HubSpot

Confluence

Job description

Your mission

As part-time Event Assistant at OKAPI:Orbits, you make sure the space industry meets us in person. You help plan and run our presence at conferences, trade fairs and industry events across the world, from the first checklist to the last box packed on the stand. You work closely with Sales and Marketing, so the events you organize feed directly into the pipeline that keeps satellites safe in increasingly congested orbits.

This is a hands-on role for someone who likes structure, keeps a cool head when a shipment is late, and enjoys seeing a plan turn into a full booth, a well-run session or a dinner that people remember. You take ownership of the details so the team can focus on the conversations.

Key Responsibilities

Your tasks and responsibilities

• Plan and coordinate OKAPI:Orbits' participation in conferences, trade fairs, occasional online events and industry events, from registration and booth booking to travel, shipping and on-site logistics
• Keep the annual events calendar current, track deadlines, budgets and costs per event, and report what each event delivered
• Prepare booth materials, giveaways, print and demo equipment together with Marketing, and make sure everything arrives on time and in one piece
• Coordinate speaker slots, meeting schedules and customer dinners with the Sales team, and keep leads and follow-ups documented in HubSpot
• Research upcoming events, collect offers from venues and suppliers, and recommend where we should and should not show up
• Be responsible for the travel management of our team so they arrive on time and stay as close to the location of interest to maximize customer-facing time

Your profile

Must haves

• Work permit for EEA
• Availability of >20 hours per week with flexibility to work occasionally more or at unregular times of the day around event dates
• Practical experience in organizing events, trade fair appearances, initiatives or comparable projects
• Very good organizational skills: you work with checklists, deadlines and budgets and do not lose track when several events overlap
• Confident with Microsoft 365 (Outlook, Excel, Teams) and quick to learn tools like HubSpot and Confluence
• Fluent English in speaking and writing, as most events and partners are international

Nice to haves

• German B2
• Interest in the space industry or willingness to learn how satellite operations and space traffic management work
• Experience with supplier negotiation, budget tracking or travel booking
• Basic skills in Canva or similar tools for simple booth and social media materials
• Calm and friendly under pressure, with a hands-on attitude

Why us?

• With a lean hierarchy and small working groups, you define your own way of work including flexible work hours.
• Work on groundbreaking space sustainability challenges with a team of top-tier engineers and scientists.
• Grow continuously with access to training budgets, industry conferences, and networking opportunities.
• Great team spirit, with company-wide events such as social activities like laser tag, dinners, and team-building outings.
• 30 days of Vacation and Workation
• Bahncard (25 if you live in Brunswick, 50 if you live outside of the city)
• Subsidized Hansefit / Wellpass Membership
• Free Drinks & Snacks in the office (the good ones)
• Bikeleasing
• Company Pension Scheme
• Corporate Benefits (Discount on Brands, Concerts, Holidays)

From Application to Offer: Our Hiring Process

• You send us your application
• We review your profile and get back to you with a short questionnaire
• A first interview with our HR team
• A second interview with a member of the team you would join
• A final interview with the department lead

About Us

OKAPI:Orbits is at the forefront of space sustainability, addressing some of the most pressing challenges of the space industry: the growing problem of crowded orbital regimes, and the need for more efficient satellite operations. We're providing end-to-end solutions that help various space industry players cover their Space Situation Awareness (SSA), and Space Traffic Management and Coordination (STM & STC) needs. We are committed to safeguarding space missions and access to space for all humanity. Join us on our mission.

Last but not least, we would like to share with you that research shows that women are less likely to apply for a position unless they meet 100% of the listed requirements.

Please know that if it’s your case — but you are passionate about space technology, building reliable software, and contributing to a more sustainable space environment — we strongly encourage you to apply.

OKAPI:Orbits already brings together a highly diverse team, and we actively continue to strengthen this diversity which allows us to achieve higher performance and drive innovation.