Administrative Assistant & Office Coordinator

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).

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.

What You'll Do

• Own front desk and guest relations, serving as the first point of contact for candidates, guests, and employees while ensuring a professional, welcoming experience.

• 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.

• Manage guest check-in and hospitality (visitor system, tours, refreshments), protecting confidentiality and accessibility needs.

• Provide light scheduling and calendar support to the leadership team, growing into broader responsibilities over time.

• 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.

• Keep meeting-room calendars organised and up to date, and close the loop on requests with clear ETAs.

• Mail, packages, and facilities requests sit separately with our workplace team, so this role can stay focused on people, not logistics.

What You'll Bring

• 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.

• 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.

• 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.

• 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.

• Clear, professional communication with candidates, employees, leaders, and external partners, along with discretion handling sensitive information.

• 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.

What Makes You a Great Fit

• 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.

• You move quickly, set clear expectations, and follow through until resolution.

• You take initiative to streamline scheduling or check-in, and you want a role that grows with you.

Why Almedia?

• Own Our Growth: We offer all Berlin-based employees equity in Almedia to truly be a part of our success.

• Scale With Almedia: Grow alongside a startup that has been profitable from day one.

• Central Berlin Office: Work from a fully-stocked modern office built for collaboration, accessible from all around Berlin.

• Other Benefits: Transport subsidy, breakfasts and lunches, language learning, Urban Sports Club, and more.

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.