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