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

neural frames; Heidelberg; Vor Ort; EUR 30.000 - 45.000; Teilzeit

Zusammenfassung

A leading AI technology firm is seeking a hands-on Executive Assistant & Office Manager in Heidelberg. This role involves onboarding, office operations, and supporting events, with a focus on communication between remote team members and local operations. Ideal candidates should be fluent in German and have experience in office management or event coordination. Flexible hours with a creative environment are offered.

Leistungen

Direct impact on team dynamics

Close collaboration with founders

Creative and energetic environment

Flexibility in working hours

Qualifikationen

• Proven experience as Executive Assistant, Office Manager, Team Assistant, or Event Coordinator.
• Highly reliable, discreet, organized; proactive 'get-it-done' mindset.
• Comfortable with calendars and spreadsheets.

Aufgaben

• Prepare hardware and set up accounts for new hires.
• Manage office supplies, drinks, and visitor handling.
• Coordinate logistics for events and hackathons.
• Support the founder directly with calendar management.

Kenntnisse

German C1+

English B2+

Google Workspace

Slack

Notion

Organizational skills

Proactive mindset

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.