Office Manager and Executive Assistant (m/f/d)

Join Voyfai, a fast-growing Series A startup shaping the future of logistics and technology across Europe.

Headquartered in Berlin, we operate at the centre of a broader group of companies active across several European markets.

This is a unique opportunity to work directly with our Co-Founders from day one, drive meaningful impact and grow within a dynamic, fast-paced environment. Whether you're shaping how we run the company, leading strategic initiatives or building new organisational rhythms from scratch, your contributions will directly influence the success of Voyfai and the companies we support. If you're passionate about building from scratch and excited to be part of a company on the rise, we'd love to hear from you.

Your Role

As our Office Manager and Executive Assistant (m/f/d), you'll keep our Berlin HQ running smoothly while providing direct support to our Co-Founders. You'll work closely with Adrian and James from day one, managing everything from office operations to travel and calendar coordination to team events. In six months, success looks like an office that runs without friction and founders whose calendars and travel are fully off their plate.

What You Will Do

• Own day-to-day office operations in our Berlin HQ: supplies, vendors, and making sure the space works for a growing team
• Welcome guests and visitors, ensuring a professional and hospitable experience at our office
• Organise travel for our Co-Founders and wider leadership team
• Coordinate meetings and calendars, including scheduling with external stakeholders and board members
• Handle sensitive information and calendars with discretion
• Plan and execute team events, offsites, and office celebrations
• Provide executive assistant support directly to our Co-Founders
• Act as the first point of contact for office-related questions and requests

What You Bring

• 2-5 years of experience in office management, executive assistance, or a similar operations/support role
• Working proficiency in German (B1), used for coordinating with local vendors and service providers
• Excellent organisational skills and comfort juggling multiple priorities
• Strong written and verbal communication, with the confidence to interact with senior leadership and board members
• Comfortable with Microsoft Office and Outlook, plus general scheduling tools
• A proactive attitude, comfortable asking for direction and flagging issues early
• Based in or willing to relocate to Berlin

Bonus If You Have

• Experience organising company events or offsites in a startup or scale-up environment

What We Offer

• Competitive salary and equity options
• A dynamic, fast-paced work environment with a mission-driven team
• Flexible working arrangements (Hybrid)
• 30 days of PTO
• Regular team events and offsites
• Monthly mobility budget via Navit