Workplace Experience & Team Assistant

Proxima Fusion GmbH; München; On-site; EUR 40,000 - 55,000; Full time

Job summary

Proxima Fusion in Munich is seeking a Workplace Experience & Team Assistant to provide reliable, detail-oriented administrative support to the Leadership Team. You will manage calendars, book travel, handle logistics and support expenses and meeting documentation.

This role suits a highly organized, proactive communicator who thrives in a fast-paced environment, works well across stakeholders, and helps create efficient, human-centered processes in a cutting-edge fusion startup.

Qualifications

• Highly organized with strong attention to detail.
• Reliable, structured, and comfortable handling recurring administrative tasks.
• A clear and professional communicator in English (German is a plus).
• Comfortable working with Google Workspace, Slack, and other productivity tools.
• Discreet and trustworthy when handling sensitive information.
• Proactive and service-oriented, with a “can-do” mindset.

Responsibilities

• Coordinate and manage Leadership Team calendars for internal and external meetings.
• Book travel (flights, trains, hotels, transfers) based on guidance and preferences.
• Support logistics such as dinner reservations, appointments, and work-related errands.
• Assist with expense tracking and reimbursement submissions.
• Prepare basic meeting documentation (e.g. formatting documents, taking meeting notes when required).
• Take ownership of recurring internal meeting scheduling (e.g., 1:1s, weekly team meetings).
• Possibly own company-wide travel management - this is evolving and flexibility is important.

Skills

Organized

Calendar management

Travel booking

Communication skills

English

German language

Google Workspace

Slack

Tools

Google Workspace

Slack

Job description

WHO WE ARE

At Proxima Fusion, we're driven by a bold mission – to redefine the future of sustainable energy. Our unique concept, built upon the groundbreaking W7-X stellarator and the latest advances in technology, paves the way for commercially viable fusion power plants.

What’s more, our work in stellarator optimization, powered by cutting-edge computation and machine learning, is propelling us into uncharted territories of fusion technology. New higher performance design points are unlocked by high temperature superconducting magnets.

To fully grasp this huge opportunity, we’re building a team of extremely dedicated and passionate people who come together driving something extraordinary, radically transforming technology in the world.

WHY JOIN PROXIMA FUSION

• You will get to work on some of the most complex tech challenges to bring abundant, safe, clean energy to the world.

• You'll get to join and learn from an exceptional selection of accomplished and driven individuals.

• Do your life’s best work and enjoy the journey.

• Get to show that big things are possible in Europe when you assemble the best talent.

YOUR IMPACT

As a Workplace Experience & Team Assistant, you will provide reliable and detail-oriented administrative support to the Leadership Team. Your main responsibilities will include coordinating calendars, booking travel, handling logistics, and supporting work-related administrative errands.

This role is ideal for someone who thrives in a fast-paced environment, being in the middle of how organizations work managing multiple priorities and stakeholders, and takes pride in operational excellence. The role offers a unique view into the way Proxima’s leadership team operates, creating human connections with multiple individuals whose performance is critical to Proxima’s success.

WHAT YOU WILL DO

• Coordinate and manage the Leadership Team’s calendars for internal and external meetings

• Book travel (flights, trains, hotels, transfers) based on guidance and preferences

• Support logistics such as dinner reservations, appointments, and work-related errands

• Assist with expense tracking and reimbursement submissions

• Prepare basic meeting documentation (e.g. formatting documents, taking meeting notes when required)

• Take ownership of recurring internal meeting scheduling (e.g., 1:1s, weekly team meetings)

• Possibly own company-wide travel management - this is something that is currently evolving and being flexible is very important

WHO YOU ARE

• Highly organized with strong attention to detail

• Reliable, structured, and comfortable handling recurring administrative tasks

• A clear and professional communicator in English (German is a plus)

• Comfortable working with Google Workspace, Slack, and other productivity tools

• Discreet and trustworthy when handling sensitive information

• Proactive and service-oriented, with a “can-do” mindset

INTERVIEW PROCESS

• Recruiter interview (30-60 min)

• Hiring Manager interview (30-45 min)

• Team interviews (2x60 min)

At Proxima Fusion, our mission is bold: making limitless clean energy a reality. To get there, we need a high-performing, diverse team that brings different perspectives, challenges assumptions, and builds together with purpose. We know that diversity of thought and experience leads to better ideas, stronger execution, and a more resilient team. We don’t look at how you identify, what you look like, who you choose to worship or what ethnicity you are. We care about what you can bring to the table.