Executive Assistant & Office Manager (AI music video generator) (m / w / d)

neural frames; Köln; Vor Ort; EUR 20.000 - 30.000; Teilzeit

Zusammenfassung

A dynamic AI company in Berlin is looking for an Executive Assistant & Office Manager to support their growing team. You will manage onboarding, office operations, and events. The ideal candidate is organized and proactive, with strong communication skills in German and English. Flexibility in hours and growth opportunities are offered as the company scales.

Leistungen

Creative environment

Close collaboration with founders

Fair compensation

Qualifikationen

• Experience as Executive Assistant, Office Manager, Team Assistant, or Event Coordinator.
• C1 level in German and B2 level in English (written & spoken).
• Ability to handle practical office tasks.

Aufgaben

• Prepare hardware and set up accounts for new hires.
• Manage office supplies and visitor handling.
• Scout new office spaces as needed.
• Plan logistics for events and hackathons.
• Coordinate meetings and handle travel plans.
• Maintain documentation in Notion.
• Support the founder with calendar and strategic projects.

Kenntnisse

Reliability

Organization

Proactivity

Communication in German

Communication in English

Comfort with Google Workspace

Tools

Google Workspace

Slack

Notion

Jobbeschreibung

Über uns

IntroAt neural frames ( (Inhalt entfernt)) 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).

Closing

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.