Office Experience Admin, Part-Time

Keyfactor, Inc.; Nordrhein-Westfalen; Hybrid; EUR 17,000 - 28,000; Part time

Job summary

Keyfactor, Inc. is seeking an organized Office Experience Admin (part-time) to support daily operations across Aachen and Zurich. You will help create a welcoming workplace, coordinate events, and ensure smooth office processes while engaging with colleagues to strengthen company culture.

The role is 16 hours per week on-site, with flexibility based on business needs. Strong German and English skills and independent work style are essential.

Qualifications

• Prior experience in an administrative or office support role.
• Proficiency in German and English (written and spoken).
• Ability to self-manage, prioritize tasks, and work independently.
• Strong organizational skills and attention to detail.
• Professional, dependable, and service-oriented mindset.

Responsibilities

• Manage day-to-day office operations for the Aachen and Zurich offices.
• Coordinate office suppliers, procurement, deliveries and meals for meetings/events.
• Serve as on-site contact for day-to-day operations and basic issues.
• Plan and execute team-building events and culture initiatives.
• Travel between Aachen and Zurich offices to support operations and consistency.
• Coordinate occupational health and safety activities and compliance.

Skills

German-English bilingual

Organizational skills

Communication skills

Self-management

Office software proficiency

Tools

Microsoft Office

Job description

About Keyfactor

Our mission is to securely connect the world: humans, machines, and AI. Keyfactor is the leader in trust infrastructure for AI and machines, helping the world’s largest enterprises and government agencies take control of the cryptographic identities that safeguard every digital interaction. Behind the platform is a global team of people who care deeply about the work and each other. We move fast, think big, and show up for one another every day. If you’re looking for work that matters and a team that brings out your best, we hope you’ll trust your future with Keyfactor!

Title: Office Experience Admin (formal title is Office Experience Assistant)

Location: Aachen, Germany (Hybrid)

Experience: Associate Level

Job Function: Human Resources

Employment Type: Part Time (16 hours a week)

Industry: Computer and Network Security

About the position

We are seeking an organized, proactive, and culture-driven Office Assistant to support the daily operations and employee experience across our Aachen and Zurich offices.

This role is ideal for someone who is passionate about creating a welcoming, engaging, and well-run workplace environment where employees feel connected and supported. In addition to managing office operations, this person will play a key role in planning and coordinating culture-building initiatives, employee events, and team experiences that foster collaboration and strengthen company culture. The ideal candidate is highly organized, self-directed, service-oriented, and energized by bringing people together.

This is a part time role, you will be expected to work onsite 2 days/ 16 hours per week, with flexibility based on business needs and office activities.

Responsibilities

• Manage day-to-day office operations for the Aachen and Zurich offices


• Manage office suppliers and procurement processes, ensuring timely ordering, replenishment, and coordination of deliveries as needed.


• Coordinate catering, meal arrangements, and restaurant reservations for meetings and events, ensuring timely organization and alignment with team needs.


• Serve as the on-site point of contact for day-to-day office matters, providing support and resolving basic operational issues.


• Own the planning and execution of team buildings, company initiatives, and special events in both offices, ensuring seamless coordination and a high-quality experience for employees.


• Travel between the Aachen and Zurich offices as required to support operational needs and ensure consistency across sites.


• Supporting in coordination of occupational health and safety (OHS) activities, ensuring compliance with local regulations, managing preventive measures.

Skills and Qualifications

• Prior experience in an administrative or office support role required.


• Proficiency in both German and English (written and spoken)


• Ability to self-manage, prioritize tasks, and work independently.


• Strong organizational skills and attention to detail.


• Professional, dependable, and service-oriented mindset.


• Passion for company culture, employee engagement, and creating positive workplace experiences.


• Comfortable managing both routine operational responsibilities and dynamic event coordination.


• Excellent communication and interpersonal skills.


• Familiarity with Microsoft Office tools (email, calendars, expense tools, etc.).

Compensation

Salary will be commensurate with experience.

Culture, Career Opportunities and Benefits

We build teams that continually strive to get better than the day before. You will be challenged daily and given opportunities to grow personally and professionally. We balance autonomy and structure to create an entrepreneurial environment to spur creativity and new ideas.

Here are just some of the initiatives that make our culture special:

• Second Fridays (a company-wide day off on the second Friday of every month minus November and December due to the Holiday schedule). Please note that this benefit is subject to change.


• Comprehensive benefit coverage globally.


• Paid Parental Leave is available to new parents. Structure varies based on regional/government requirements. In regions where government-paid leave doesn’t exist, like in the U.S., the company offers generous paid parental leave, along with comprehensive adoption and fertility support.


• Competitive time off globally.


• Dedicated employee-focused ambassadors via Key Contributors & Culture Committees.


• DIVERSE Commitment, a call to action for a more inclusive and diverse future in business, society, and technology.


• The Keyfactor Alliance Program to support DEIB efforts.


• Wellbeing resources, wellness allowance, mindfulness app free membership, Wellness Wednesdays.


• Global Volunteer Day, company non‑profit matching, and 3 volunteer days off.


• Monthly Talent development and Cross Functional meetings to support professional development.


• Regular All Hands meetings – followed by group gatherings.

Our Core Values

Trust is paramount.

We deliver security software and solutions where trust and openness are of the highest importance for our customers. We are honest and a trusted partner in every aspect of business.

Customers are core.

We strategize, operate, and execute through a customer‑centric view. We prioritize the security interests of our customers, and we act as if their data were our own.

Innovation never stops, it only accelerates.

The speed of change is accelerating. We are committed, through investment and focus, to stay ahead of the innovation curve.

We deliver with agility**.**

We thrive in high-paced and continually changing environments. We navigate through newly added variables, adjust accordingly, while driving towards our strategic goals.

United by respect**.**

Respect for all is what unites us. We promote diversity, inclusivity, equity, and acting with empathy and openness, both in our business and in our communities.

Teams make “it” happen.

Vision and goals are not individually achievable – they require teamwork. We pride ourselves in operating as a cohesive team, creating promoters and partners, and winning as one.

Keyfactor is a proud equal opportunity employer including but not limited to veterans and individuals with disabilities.

REASONABLE ACCOMMODATION:

Applicants with disabilities may contact a member of Keyfactor’s People team via [e-mail] and/or telephone at 1.216.785.2990 to request and arrange for accommodations at any time.

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