Office Management (m/f/d)

About us

Spotler DACH is created through the acquisition of CrossEngage (now Spotler DACH) by the Spotler Group in December 2023. The Spotler Group is quickly bringing together a portfolio of innovative marketing technologies and companies that provide marketing teams large and small with the latest tools and local market expertise to make them successful. Following the re-branding, we plan to attack the mid-market E-commerce sector in the DACH region while still taking great care of our existing enterprise clients by cross-selling group products.

At Spotler DACH, our international team of over 35 employees works every day to help our clients transform their customer base into valuable relationships through our Customer Prediction Platform. We are developing a seamlessly integrated platform that leverages the power of first-party customer data and optimizes it through artificial intelligence and machine learning. With our Intelligent Audiences, we want to help ensure that the diversity of brands in the market remains in the age of the platform economy and contribute to the success of our customers through value-oriented CRM.

Tasks

We are looking for a proactive, organized, and versatile Office Manager and Executive Assistant to join our dynamic team in Hamburg. In this dual-role position, you will play a central part in ensuring the seamless operation of our office while supporting the Managing Director in essential administrative functions.

Office Management

In the Office Manager role, you will:

1. Oversee daily office operations, ensuring the office remains stocked and organized by managing supplies such as food, beverages, stationery, and other essentials.
2. Coordinate company events, including bi-monthly All-Hands meetings, making restaurant reservations, and setting up necessary technology.
3. Maintain and organize both physical and digital records for easy access to important documents, implementing filing systems to keep the office running efficiently.
4. Manage general administrative tasks, including scheduling meetings, supporting travel arrangements, and assisting senior management with office-related projects.

Executive Support to the Managing Director

As an Assistant to the Managing Director, you will:

1. Provide comprehensive administrative support, including calendar management, coordinating meetings, and preparing documents as needed.
2. Organize travel arrangements, handle expense reports, and assist with any administrative tasks that ensure smooth day-to-day operations.
3. Coordinate essential HR-related tasks, supporting employee onboarding, managing personnel records, organizing payroll processing, and administering benefits. You’ll help ensure HR practices are aligned with company policies and compliant with local labor laws.
4. Collaborate closely with the DACH leadership team and work with the Group People & Culture team to ensure that HR processes and policies are implemented smoothly across the region.

This part-time role offers a unique opportunity to blend operational support with executive assistance, requiring approximately 33 hours per week or 20h as a Working Student.

Profile

You are a highly organized and detail-oriented professional with a passion for both operational efficiency and fostering a positive workplace culture. Your ability to manage multiple tasks and priorities with ease makes you the go-to person for keeping an office running smoothly while also supporting employees with their HR needs.

1. Minimum 2 years of experience in Office Management or a similar role.
2. Ability to anticipate needs before they arise and take initiative to address them. You approach every task with a solution-oriented mindset.
3. Excellent written and verbal communication skills in German (C1/C2) and English.
4. First experiences with HR processes and local labor laws as well as experience in handling HR administrative tasks, such as payroll processing is a plus.
5. Team player with a positive and collaborative attitude and ability to build strong relationships.
6. Ability to work independently and manage multiple priorities effectively. You feel comfortable switching between different tasks and responsibilities and excel in a fast-paced, dynamic work environment.

We offer

Why you should become part of our team:

1. Opportunity to work in a fast-paced and dynamic environment, be part of a growing and innovative company with a global reach and make a real impact on the success of Spotler in the DACH market.
2. Possibility to work partially from home, but you can come to our Hamburg or Berlin office as often as you like.
3. More time for what you want to do: Take part in our current work rotation, where the whole team gets an extra day off every other Friday (with the same full-time salary).
4. If you like travelling by bus, train or bike, we will subsidise your public transport ticket or Swapfiets subscription. You can also benefit from a BahnCard50.
5. Stay fit and take advantage of our Urban Sports Club membership subsidy.
6. Regular team lunches and team events give you the opportunity to socialise outside of work if you feel like it.