Team Assistant and Office Manager

About the Job:
As our new Team Assistant & Office Manager (m/f/d), you will have the exciting opportunity to help shape the daily rhythm of our dynamic office! Your role is essential in ensuring smooth operations and creating an environment where everyone feels comfortable and enjoys working together. You will take on a wide range of responsibilities and always keep an overview.

Your Role in our team:
Office Management & Organization for Our Eastern European Countries (50%)

• Stakeholder management & core services: Coordination with cleaning services, landlords, and internet providers to ensure smooth day-to-day office operations.

• Hands-on office tasks: Ensuring the Sibiu and Gdansk office is always well-equipped and tidy (e.g. restocking drinks, unloading the dishwasher, creating a welcoming atmosphere).

• Inventory management & procurement: Monitoring office supplies and ordering necessary materials in a timely manner.

• Knowledge hub administration: Maintaining our central knowledge database to keep policies and standard processes up to date.

• Mail handling & document filing: Managing incoming mail and ensuring proper document filing.

• Invoice checks, payroll review & contract verification.

• Maintenance of the internal HR tool: Keeping data and documentation up to date.

Administrative Support (~50%)
• Preparation and review of documents (contracts, invoices, etc.).
• Monitoring deadlines, completeness and document quality.
• Supporting our Bonn office with business registrations and deregistrations of our service providers.
• Ensuring data quality standards.

Your Profile:
• You have gained initial experience as a Team Assistant, Executive Assistant, or Office Manager, or you bring the right mindset for the role.

• You are well-structured, hands-on, and know how to turn autonomy into impact.

• You communicate effectively and empathetically with our employees and visitors.

• You think in a solution-oriented way and enjoy working independently and efficiently.

• You are fluent in English at C2 level and feel comfortable communicating in German as well.

Why marta?:
• Purpose: You work on an important and interesting mission: the digital transformation of a significant industry in Europe - the need to effectively manage the demographic changes 
• Work Environment: We offer you a beautiful office in Sibiu with state-of-the-art facilities and everything you need to work efficiently.
• Events: Alongside our legendary company parties, we host regular team events.
• Health & Wellbeing: You receive 21 days of vacation per year, and we provide everything you need in the office to keep you comfortable and energized.
• Career & Development: Become part of an international team of 70+ employees, with regular feedback sessions and exciting growth and learning opportunities.