Administration Specialist (m/f/d)

Your Responsibilities

Office Management & Administration

• Manage the day-to-day administrative operations of the HQ office
• Ensure the office environment is well-maintained, organized, and fully operational
• Coordinate office supplies, equipment, and vendor relationships
• Prepare and manage correspondence, letters, and official documentation
• Maintain records, administrative files, and internal databases
• Support document management and filing processes

Meeting & Event Coordination

• Organize and coordinate internal meetings, workshops, training sessions, and company events
• Manage meeting schedules, invitations, agendas, and logistics
• Prepare meeting rooms, materials, and presentations as required
• Coordinate catering, external service providers, and event-related vendors
• Support the successful execution of employee engagement activities and corporate events

Travel & Logistics Management

• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itineraries
• Support visitors and business guests with travel and logistical arrangements
• Ensure travel documentation and administrative requirements are completed on time
• Assist with travel expense administration and reporting processes

Administrative & Operational Support

• Provide administrative support to management and cross-functional teams
• Coordinate incoming and outgoing correspondence and deliveries
• Support procurement and purchase order administration
• Assist with invoice processing and vendor-related documentation
• Contribute to the development and improvement of administrative processes and procedures

Stakeholder & Visitor Management

• Serve as a point of contact for office-related inquiries
• Welcome and support visitors, partners, and external stakeholders
• Coordinate onboarding-related administrative activities for new employees when required
• Foster a professional, welcoming, and service-oriented office environment

What You Bring

• Completed vocational training or degree in Business Administration, Office Management, Hospitality Management, or a related field
• Several years of experience in administration, office management, executive support, or a similar role
• Excellent organizational and coordination skills with strong attention to detail
• Ability to manage multiple tasks while maintaining high-quality standards
• Strong communication and interpersonal skills
• Proactive, reliable, and solution-oriented approach
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Experience working with administrative and procurement processes is an advantage
• Fluency in German and English

What We Offer

• A diverse and impactful role at our HQ office
• An international and collaborative working environment
• Opportunities to contribute to office operations, employee experience, and organizational effectiveness
• Professional development and learning opportunities
• Flexible and modern workplace environment
• A supportive team culture that values initiative, collaboration, and continuous improvement

Application Process Overview

The position will stay open until a successful candidate is chosen.

• Application Review: Our team thoroughly reviews each application. Please make sure to submit your CV in English.
• Initial Interview (30 minutes): Meet with the hiring manager and HR team.
• Second Interview (60 minutes): Second interview with a presentation on a relevant topic to the hiring manager and the HR team.
• Offer: If successful, receive an offer to join our team.

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Source: Statistisches Bundesamt (Destatis), table; dl-de/by-2-0; StarIn's calculation

Posted Nov 02, 2026