Working Student Office Manager (f/m/d)

What you'd be doing:

70% - Office Management

• Overseeing office maintenance and ensuring it’s a pleasant environment.
• Maintaining and updating office-related contacts.
• Monitoring office supplies (such as stationery, groceries, and furniture when needed) and placing orders as necessary.
• Preparing and maintaining documentation of office resources, including inventory and available facilities.
• Supporting office changes and improvements.
• Ensuring the office is well-organized, functional, and professionally presented.
• Managing and coordinating gifts for the team.

20% - Event Organization

• Planning and organizing team events and activities.
• Preparing and managing event budgets.
• Creating and distributing feedback forms, collecting responses, and analyzing them to improve future events.

10% - Onboarding & Offboarding Support

• Assisting in welcoming new team members, ordering laptops, and providing support with the setup for new joiners.
• Organizing welcome gifts and onboarding packages.
• Coordinating farewell gifts and arrangements for departing team members.

You'd be a great fit if:

• You are a student currently enrolled at a German university.
• You are based in Berlin and able to work on-site at our office (Berlin, 10178). We also offer the flexibility to work from home one day per week.
• You are passionate about fighting climate change.
• You have strong communication skills and a high level of empathy.
• You have a kind and friendly personality with a service-oriented mindset.
• You are tech-savvy and confident using online tools such as Slack, Google Workspace, Miro, Canva, and similar platforms.
• You are fluent in English and proficient in German (B1), capable of communicating in German with our vendors and building management.
• You have excellent organizational skills, think analytically, work with budgets, and are able to work independently and in a structured manner.
• Creativity, technical skills, and team spirit complete your profile.

Even better:

• You have prior experience in office management, front desk management, office assistance or similar.
• You have basic knowledge of accounting.

Within the first month, you will...

• Get to know our amazing team of approximately 60 people, including the founders, and familiarize yourself with the office space.
• Learn how the office is organized and understand our office routines, including team needs, stock management, deliveries, suppliers, merchandise, hardware, and general structure.
• Gain insight into our pre- and onboarding processes, and identify where you will be providing support.
• Get an overview of our various team week arrangements (company-wide, if applicable, and department-specific team weeks).

Within three months, you will…

• Be the first point of contact for anything related to the office. While your team is here to help, you'll create a sense of appreciation through small gestures, such as organizing birthday and anniversary gifts for employees.
• Gradually take charge of organizing and ensuring the smooth running of our 300 sqm office. Whether it’s receiving parcels, managing orders, or handling general reception duties, you’ll keep everything under control.
• Start supporting our People Team in the pre- and onboarding phases for new joiners, including activities like giving in-person and digital office tours on the first day and sending welcome merchandise packages to remote starters.
• Gain a broader understanding of our team weeks and retreats, and begin managing them independently, showcasing your event management skills. We’ll guide you on budget calculations, communication with the team and stakeholders, and how to evaluate and understand the positive impact these events have on the team.

Within 6 months, you will…

• Independently support your team during the pre- and onboarding phases for new joiners.
• Know our office setup inside and out, including stock management, and handle the space like a pro - communicating with the landlord, repair services, plant care service, grocery deliveries, and more.
• Gain a full understanding of our team weeks and retreats, managing the end-to-end execution and showcasing your event management skills. This includes budgeting, communication, execution, and evaluation.

What we offer:

• A company culture where honesty, professionalism, and integrity run deep with an open feedback culture and regular 1:1 meetings.
• Flat hierarchies, efficient decision-making processes, and an agile company structure.
• Competitive market-rate salary aligned with your experience.
• Work from our office in the heart of Berlin with flexible working hours.
• Of course, free drinks, fruit and snacks in the office.
• Regular team activities and team weeks a few times per year.
• Mac or Linux laptop.
• English is our main language of communication.
• 28 days of vacation per year and an additional day of vacation every 2 years at alcemy (calculated pro rata depending on working hours).
• Access to nilo.health - the comprehensive mental well-being platform that provides access to 1-to-1 sessions with psychologists, group sessions and self-guided tools.
• Dog-friendly office with specific rules in place, as well as dog-free areas for work and relaxation.
   

Hiring Process

• Initial 1:1 screening call (30 minutes) with one of our team members (online video call).
• Complete a take-home task relevant to the actual work you’d be doing.
• A team and technical interview (60 minutes) with 2 of your future team members (conducted on-site at our office).

We encourage applicants from diverse backgrounds to apply. We also understand how stressful interviews can be. Let us know if there is anything we can do to improve the process so you can demonstrate your skills. To do so, contact Magdalena Milecka at [email protected].

Note: We cannot offer relocation support for this position, and due to regulations, you need to be enrolled in a German university.
 

Diversity, Equity & Inclusion (DEI) at alcemy

For the past two years, we have been dedicated to enhancing the diversity and inclusivity of our company. We have organized diversity workshops and established a DEI workgroup. By actively collecting feedback, educating our team, and considering new ideas, we have implemented several key improvements:

• Flexible work schedules to help you balance your job with your personal life.
• Access to nilo.health, a comprehensive mental well-being platform that provides 1-to-1 sessions with psychologists, group sessions, and self-guided tools, including sessions with representatives of minorities.
• A diverse team to work with. We have team members across different age profiles, ethnicities, religions, gender identities, and orientations.
• No mandatory vacation periods: use your time off for religious holidays, special events, or however you see fit.
• Collecting feedback from team members during 1:1 meetings with team leaders, AMA sessions with the founders, and through regular engagement surveys.

We’re committed to creating a workplace where everyone feels valued and included. Our journey toward diversity, equity, and inclusion is ongoing, and we’re excited about the progress we’ll make.

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