Senior Office Manager | Team Assistant

We’re looking for someone who rolls up their sleeves and is the go-to person for our team members. You’re a bridge builder, connecting people and teams through a workplace that always looks and feels great, while continuously improving workflows and daily operations by also applying and exploring AI-driven solutions.

Alongside the day-to-day, you’ll support our CEO with administrative tasks, help with cross-account admin topics like accounting, and make sure every person who walks into our office, whether team member, client, or partner, has a great experience.

What you´ll do:

• Front office. You are the physical presence in the office. Welcoming visitors, handling mail, managing the door and being the first point of contact for anything that comes up.
• The space. You keep the office in top shape. Tidy spaces, stocked supplies and meeting rooms that are always ready to go.
• Team member experience. You provide day-to-day operational support for our team members. You’re the go-to person when something is needed, a question needs answering, or a request needs handling. You also plan and coordinate team events and team days that bring people together.
• Hello & goodbye. You own the onboarding and offboarding experience for our team members, making sure every new joiner has a great start.
• Beyond the office. Our workplace is hybrid and so is your responsibility. You work closely with the team to make sure everyone, whether in the office, at home or working remotely, has consistent workplace experience and the right setup to do their best work.
• Tech that works. Screens, video calls, room setups, you make sure it all just works. You’re the first point of contact and the bridge to IT when something needs fixing.
• Getting people places. You handle travel bookings and coordination for team members and C-Level. Flights, hotels, guidelines, follow-ups; all of it.
• Vendors & contracts. You own the relationships with our vendors and service providers across facilities, supplies and contracts. You make sure people deliver and costs stay in check.
• Administrative support. You support the CEO with document handling, scheduling, correspondence, shareholder communication and board-related admin, reliably and with discretion. This is not an EA role.
• When the team needs you. You jump in on cross-account topics when the team needs support.
• AI in the everyday. You explore tools, experiment with what's out there and bring ideas on how to make office operations, workflows and admin tasks smarter and more efficient.

What success looks like

• You walk in every morning, and the office is already looking the way it should, because you’ve made that happen
• Your team knows exactly what’s expected and feels well-supported
• The CEO can rely on you for admin support without having to follow up
• Visitors, clients, and partners leave with a strong impression of our space and our team
• Nothing falls through the cracks because you’re structured enough to catch it all
• You proactively identify opportunities where AI can enhance efficiency and organization

What you can offer

• 5+ years of experience in office management, workplace coordination, or a similar role; comfortable working with or supporting C-level.
• A warm, outgoing personality. People feel comfortable asking you for help and you enjoy being the person who keeps things together.
• A hands-on, get-things-done attitude. You don’t wait for someone else to fix it.
• The ability to work independently. You don’t need handholding, you take ownership.
• Strong organizational skills and a structured way of working. You can juggle many small things without dropping any.
• AI curiosity. You are familiar working with AI and like to experiment with new tools and work approaches.
• Fluent English; German is a strong plus for vendor and facilities communication.

What we offer

• Work-Life Wellbeing. At ctrl QS, we value your well-being and encourage our team members to maintain a healthy balance between work and personal. We understand that agency life can be highly dynamic and fast-paced, therefore we utilize a time-tracking tool to ensure you receive appropriate compensation through time off for any extra hours worked. Our company offers a flexible working environment, providing options for both full-time and part-time positions. Additionally, you'll enjoy 28 days of vacation every year, ensuring you have the time to recharge and explore your passions outside of work.
• Vibrant Office in Central Berlin. Located in the digital heart of central Berlin, our bright office space fosters professional and personal interactions.
• Continuous Learning and Career Growth. We're dedicated to providing a unique learning environment where you can pursue your career goals. We help you find your place at ctrl QS, with focus on your development goals. You’ll find fluid career paths with opportunities to specialize or grow laterally. Also, our internal Academy offers a wealth of learning opportunities.
• Diverse and Supportive Team. Join our team of 190 passionate, committed, and fun people from more than 40 nations. We celebrate diversity and welcome everyone to bring their unique perspectives, challenge conventions, and ignite creativity. Together, we form a multicultural and fun-loving team that thrives on collaboration.
• People-First Culture. At ctrl QS, we prioritize our people above all else. We strive to cultivate a healthy company culture where everyone feels safe and satisfied. Engage in regular team-building activities, fun sport and health initiatives, monthly team lunches, weekly company breakfasts, and regular team events are all part of the routine. And of course, our famous summer and Christmas parties are not to be missed!