Executive Assistant in Startup

neural frames; Berlin; Vor Ort; Vertraulich; Teilzeit

Zusammenfassung

A rapidly scaling AI company in Berlin is hiring an Executive Assistant & Office Manager to support their growing team. The role involves onboarding new hires, managing office operations, coordinating events, and providing direct support to the founder. Ideal candidates will have proven experience in similar roles, fluency in German and English, and a proactive, organized mindset. The position offers flexibility with hours and fair compensation.

Leistungen

Direct impact on team operations

Close collaboration with founders

Creative environment in AI and music

Flexibility for 20-30 hours/week

Fair compensation and modern equipment

Qualifikationen

• Proven experience as Executive Assistant, Office Manager, Team Assistant, or Event Coordinator.
• Highly reliable, discreet, organized with a proactive 'get-it-done' mindset.
• Available 3–5 days/week onsite in Berlin.

Aufgaben

• Support new-hire onboarding activities.
• Manage office operations and supplies.
• Coordinate planning and logistics for events and hackathons.
• Assist the founder with calendar management and strategic projects.
• Handle communication between remote team members and the Berlin office.

Kenntnisse

Proactive mindset

Organizational skills

Communication skills

Google Workspace proficiency

English B2+

German C1+

Tools

Google Workspace

Slack

Notion

Jobbeschreibung

At neural frames (https://www.neuralframes.com) we build AI tools that help musicians and creators make stunning music videos. Our profitable, bootstrapped company is rapidly scaling our Berlin office. We're hiring a hands‑on Executive Assistant & Office Manager to support our growing local team – owning onsite onboarding, office operations, and events/hackathons – working closely with the founder and our remote ops coordinator.

Tasks

• New‑hire onboarding: prepare hardware, set up accounts, office tour, keep checklists current.
• Office management: supplies & drinks, mail/packages, visitor handling, access/keys, small errands ("runner" tasks).
• Office move: Scout and evaluate new office spaces as we outgrow our current location, managing viewings and lease negotiations.
• Events & hackathons: plan and run logistics (space, equipment, catering, check‑in), create runbooks, do post‑event wrap‑ups.
• Calendar & travel: coordinate meetings, simple travel plans, basic meeting prep/follow‑ups.
• Vendors: coordinate cleaners, ISP/IT visits, repairs, couriers; collect quotes and schedule.
• Documentation (Notion): maintain onboarding checklists, office wiki, and event SOPs.
• Hiring support: schedule screenings, reference checks, standard rejections, keep the pipeline tidy.
• Founder support: Support the founder directly with calendar management, meeting preparation, and ad‑hoc strategic projects.
• Bridge communication between our remote team members and Berlin office.

Requirements

• Berlin‑based, available 3–5 days/week onsite; start ASAP.
• Proven experience as Executive Assistant, Office Manager, Team Assistant, or Event Coordinator.
• German C1+ and English B2+ (written & spoken).
• Highly reliable, discreet, organized; proactive "get‑it‑done" mindset and ownership.
• Comfortable with Google Workspace, Slack, Notion; solid with calendars/spreadsheets.
• Willing to handle practical/physical office tasks when needed.

Benefits

• Direct impact: shape how our team works and how new hires experience day one.
• Close to the founders: short decision paths, real responsibility.
• Creative environment: music × AI, energetic creator community.
• Flexibility & growth: 20–30 hrs/week with option to full‑time; clear ownership areas.
• Fair compensation and modern equipment; centrally located Berlin office (that you get to choose 😁).

Join us at a pivotal moment as we scale from startup to the defining platform in AI music videos – where your work directly enables our rocket‑ship growth and shapes how the next generation of creators will make visual art. If you thrive on variety, love bringing order to creative chaos, and want to be the operational backbone of one of Europe's hottest AI companies, we need to talk.