Operations Manager & Executive Assistant, Apheris

• Several years of experience in an Executive Assistant, office management, operations, or similar role, including experience supporting C-level executives
• Strong organizational and time-management skills, with the ability to manage multiple priorities reliably
• Excellent communication skills and a professional, dependable working style with people at all levels
• A high degree of discretion and sound judgment when handling sensitive or confidential information
• Willingness and ability to be in Berlin for the full duration of our Office Days weeks, which take place three times per year for one full working week each
• Confidence working independently in a remote-first environment
• Flexibility and comfortoperatingwith limited guidance in a fast-moving environment
• Proficiencyin using AI tools to improve productivity, and curiosity to keep exploring better ways of working
• A proactive mindset, with a habit of questioning the status quo andidentifyingpractical improvements
• Fluent English, spoken and written. German language skills are aplus, butnotrequired
• If you don't match 100% of the requirements but believe you're the right fit, we encourage you to apply. We hire for personality, potential, and drive

Desirable

• We are looking for a well-organized, reliable Executive Assistant & Operations Manager
• You will work closely with our CEO and Leadership Team as well as our Finance & Operations team to keep day-to-day operations running smoothly and ensure the right support is in place across the company
• A core part of the role is executive support: managing the CEO’s calendar and travel, coordinating key meetings, preparing logistics, and helping the leadership team stay organized and focused
• Beyond that, you will play an important role in company operations. This includes coordinating team events, offsites, customer and investor meetings, vendor relationships, employee experience initiatives, and the logistics that help our remote team come together effectively during Office Days
• This role is well suited to someone who is highly organized, proactive, reliable, and comfortable managing a broad range of topics. You will work across the company, interact with people at all levels, and become a trusted point of contact when things need to move forward
• Operations Management (~70%)
• Support talent operations and employee experience topics, contributing to a strong employee journey from onboarding onwards, collaborating with our people lead
• Plan and execute Office Days, primarily in Berlin, as well as virtual and in-person company events, investor meetings, and customer or partner gatherings, such as meetups alongside conferences
• Own general office and admin topics, including the relationship with our co-working space, office supplies, incoming mail, supplier communication, and company merch
• Support employees with travel bookings and relatedlogistics
• Coordinate with vendors and suppliers, manage relationships, and ensure smooth delivery of services
• Maintain electronic and paper records, ensuring information and documents are organized, filed correctly, and easily accessible
• Support the rollout and maintenance of company-wide operational processes and policies, and help the team follow them
• Proactively identify and implement improvements to day-to-day operations
• Executive Assistant to the CEO (~30%)
• Act as reliable point of contact and ensure that the CEO’s time is protected & used effectively, collaborating with the Chief of Staff on prioritization as needed
• Organize & coordinate appointments, meetings &business travel across time zones while ensuring seamless day-to-day support
• Support prioritization & coordination of incoming requests in alignment with internal & external stakeholders, handling correspondence where appropriate
• Support the Leadership Team with logistics when needed