Administrative Assistant / Office Manager
Berlin
Finance & Operations – Human Resources /
Permanent /
On-site
InstaDeep, founded in 2014, is a pioneering AI company at the forefront of innovation. With strategic offices in major cities worldwide, including London, Paris, Berlin, Tunis, Kigali, Cape Town, Boston, and San Francisco, InstaDeep collaborates with giants like Google DeepMind and prestigious educational institutions like MIT, Stanford, Oxford, UCL, and Imperial College London. We are a Google Cloud Partner and a select NVIDIA Elite Service Delivery Partner. We have been listed among notable players in AI, fast-growing companies, and Europe's 1000 fastest-growing companies in 2022 by Statista and the Financial Times. Our recent acquisition by BioNTech has further solidified our commitment to leading the industry.
Join us to be a part of the AI revolution!
InstaDeep is looking for a HR Administrative Assistant & Office Manager to join our team in Berlin.
The HR Administrative Assistant & Office Manager will be providing administrative support for the HRBPs, the Group HR Manager and will be responsible for the Office Management of our Berlin office.
In support of the local HRBP, you will be responsible for:
- Management of employees' administrative files from the onboarding to the offboarding (complete all employee’s information in our HRIS, liaise with the IT team during onboarding/offboarding, assign a buddy etc…)
- Prepare and make sure all the contracts have been signed and stored
- Manage the probation letters, invitation letters and other ad hoc documents
- Ensure all employees are enrolled in the health insurance and monitor the lunch vouchers and their distribution for the Berlin office.
- Manage the transportation subscriptions (BVG)
- Assist the HRBPs for payroll (collection of payroll details : Transport subscriptions, Gym receipts…)
- Support Finance and Operations Department for all administrative matters
Office Management:
- Be the first point of contact for the Berlin office
- Supervising the day-to-day operations of the office, including filing and managing incoming and outgoing mail.
- Maintaining a clean and organized work environment, ensuring compliance with health and safety regulations.
- Coordinating the purchase and maintenance of office supplies and equipment, food & beverage for office events
- Perform additional duties, ad hoc tasks and assist with projects as assigned.
Requirements
- 3+ years experience in an Administrative Assistant / Office Management role
- Strong related job experience
- Fluent in French, English & German (mandatory)
- Customer service mindset and positive attitude
- Self-directed, organised problem solver with the ability to prioritise and proactive
- Demonstrated ability to exercise discretion, sound judgement, tact and diplomacy in all communications.
- Accuracy, attention to detail and able to deal with sensitive information.
- Strong computer skills including Google suite.
Our commitment to our people
We empower individuals to celebrate their uniqueness here at InstaDeep. Our team comes from all walks of life, and we’re proud to continue encouraging and supporting applicants from underrepresented groups across the globe. Our commitment to creating an authentic environment comes from our ability to learn and grow from our diversity, and how better to experience this than by joining our team? We operate on a hybrid work model with guidance to work at the office at least 2 to 3 days per week to encourage close collaboration and innovation. We are continuing to review the situation with the well-being of InstaDeepers at the forefront of our minds.
Right to work: Please note that you will require the legal right to work in the location you are applying for.
