Administrative Assistant & Office Coordinator

<p style="min-height:1.5em">This isn’t your regular job. Almedia is a place where those who want to push harder can accelerate their careers faster than anywhere else. We’re aiming to become Germany’s second bootstrapped unicorn. Almedia is already Europe’s #3 fastest-growing company in 2025 (FT1000).</p><p style="min-height:1.5em"></p><p style="min-height:1.5em">We are building the future of marketing by rewarding our community of over 70 million users for engaging with our advertisers’ products. We are offering a new way to acquire users for the biggest companies in the world.<br /></p><p style="min-height:1.5em"></p><h1><strong>What You'll Do 🎯</strong></h1><ul style="min-height:1.5em"><li><p style="min-height:1.5em">Own front desk and guest relations, serving as the first point of contact for candidates, guests, and employees while ensuring a professional, welcoming experience.</p></li><li><p style="min-height:1.5em">Own candidate coordination and end-to-end onsite interviews, scheduling and confirming panels and rooms, and hosting candidates on the day so every interview feels considered and well-run.</p></li><li><p style="min-height:1.5em">Manage guest check-in and hospitality (visitor system, tours, refreshments), protecting confidentiality and accessibility needs.</p></li><li><p style="min-height:1.5em">Provide light scheduling and calendar support to the leadership team, growing into broader responsibilities over time.</p></li><li><p style="min-height:1.5em">Take on ad hoc projects, event support, and admin tasks as they come up, with this part of the role growing gradually as you settle in.</p></li><li><p style="min-height:1.5em">Keep meeting-room calendars organised and up to date, and close the loop on requests with clear ETAs.</p></li><li><p style="min-height:1.5em">Mail, packages, and facilities requests sit separately with our workplace team, so this role can stay focused on people, not logistics.</p></li></ul><div style="min-height:1.2em;margin-top:0;margin-bottom:0"> </div><h1><strong>What You'll Bring 💡</strong></h1><ul style="min-height:1.5em"><li><p style="min-height:1.5em">Experience in coordination, team assistance, front of house, hospitality, or similar admin support, with a hospitality-first mindset and interest in growing into a wider administrative support role.</p></li><li><p style="min-height:1.5em">Ownership mentality, seeing things through once something is picked up and closing every loop rather than leaving it half-finished. Bringing questions, ideas, and solutions rather than just problems. Precise as well as fast, with small details like names, times, rooms, and confirmations never slipping.</p></li><li><p style="min-height:1.5em">Strong prioritisation across competing demands, candidate needs, leadership's asks, and office operations, with a clear sense of what to put down first when they collide.</p></li><li><p style="min-height:1.5em">Comfort with Google Workspace, Slack, and calendar scheduling, with a quick ability to pick up new tools like visitor systems, ATS, and Notion independently. Using AI tools to draft, summarise, and stay organised is a plus.</p></li><li><p style="min-height:1.5em">Clear, professional communication with candidates, employees, leaders, and external partners, along with discretion handling sensitive information.</p></li><li><p style="min-height:1.5em">Genuine comfort with ambiguity and fast-changing priorities, likely built in an environment that moved quickly and reshuffled plans at short notice, coming out of it composed rather than rattled.</p></li></ul><p style="min-height:1.5em"></p><h1><strong>What Makes You a Great Fit</strong></h1><ul style="min-height:1.5em"><li><p style="min-height:1.5em">You've worked in environments that move quickly and change plans often. You keep calm when priorities shift or several things land at once. You can absorb a shifted priority or a last-minute change without losing momentum.</p></li><li><p style="min-height:1.5em">You move quickly, set clear expectations, and follow through until resolution.</p></li><li><p style="min-height:1.5em">You take initiative to streamline scheduling or check-in, and you want a role that grows with you.</p></li></ul><p style="min-height:1.5em"></p><h2>Why Almedia? 🚀</h2><ul style="min-height:1.5em"><li><p style="min-height:1.5em"><strong>Own Our Growth:</strong> We offer all Berlin-based employees equity in Almedia to truly be a part of our success.</p></li><li><p style="min-height:1.5em"><strong>Scale With Almedia:</strong> Grow alongside a startup that has been profitable from day one.</p></li><li><p style="min-height:1.5em"><strong>Central Berlin Office:</strong> Work from a fully-stocked modern office built for collaboration, accessible from all around Berlin.</p></li><li><p style="min-height:1.5em"><strong>Other Benefits:</strong> Transport subsidy, breakfasts and lunches, language learning, Urban Sports Club, and more.</p></li></ul><p style="min-height:1.5em">We believe in fostering talent, evaluating all skill levels during the hiring process, and providing a clear path for growth. Almedia is an equal opportunity employer. We embrace and celebrate diversity, and encourage individuals from all backgrounds to apply.</p><hr><p>Compensation: €45K – €55K • Offers Bonus</p><ul><li> • €45K – €55K • Offers Bonus</li></ul><p>Find more <a href="https://www.arbeitnow.com/english-speaking-jobs">English Speaking Jobs in Germany</a> on Arbeitnow</a>