Team Services Manager (Executive Assistant) (f/m/d)

Team Services Manager (Executive Assistant) (f/m/d)

• Start date: As soon as possible

• Yearly Salary: €60,000 - €65,000 (fixed range, annual gross)

• Equity: €10,000 - €30,000 in company shares

• Benefits: Up to €5,000 annually

• Work model: Full-time, hybrid (based in Munich)
  
  

Your Role

As a Team Services Manager (f/m/d), you will play a critical role in enabling the success of our executive leadership and the company operations team. Sitting at the heart of Corporate Operations, you’ll provide high-level, proactive support to our executive team (CEO, CTO, CSO, COO) — ensuring that their day-to-day operations run seamlessly.

In this role, you will take full ownership of managing complex schedules, coordinating travel, facilitating clear communication, and driving forward special projects, while collaborating closely with the corporate operations team. Your ability to anticipate needs, take initiative, and act autonomously will be key to giving continuity to core executive functions and enabling leaders to stay focused on strategic priorities.

The impact of your work will be direct and far-reaching — by ensuring our leadership team operates at their highest efficiency, you’ll be actively contributing to the achievement of Orbem’s mission and company goals. Your support will help keep critical initiatives on track and ensure smooth company operations across the board.

Your day-to-day

Your day will involve independently balancing the dynamic requirements of the executive team, taking ownership of your responsibilities while collaborating effectively with the other members of the Corporate Operations team.

Your responsibilities will include: 

Administrative Support

• Calendar & Email Management: Manage and prioritize executive calendars, resolve scheduling conflicts, and monitor inboxes to ensure timely and efficient communication. Draft and respond to emails when needed, maintaining a high level of attention to detail.

• Meeting Coordination: Organize and prepare executive meetings — including scheduling, sending invites, preparing agendas, and sharing minutes with clear follow-ups.

• Travel Management: Handle all aspects of executive travel — booking, itinerary creation, and resolving issues independently to ensure smooth travel experiences.

• Presentation & Event Support: Create and edit high-quality presentations using Google Slides. Work closely with the company operations team and support internal events by coordinating logistics and ensuring materials align with company branding.

• External Communications: Draft and manage correspondence with key stakeholders (e.g. investors, board members, and customers), maintaining updated contact lists and ensuring timely follow-ups.

Project Support

• Support cross-functional projects by preparing reports, conducting research, and organizing key documentation.

• Assist in driving initiatives forward by ensuring leaders have what they need to make informed decisions.

Your experiences and skills

Fit to our values

• We own every challenge: we enjoy complexity and thrive under uncertainty.

• We strive for better: we seize any opportunity for growth and challenge the status quo. We are constantly learning and improving.

• We imagine new frontiers: we think beyond “doable” and “reasonable”. We design a sustainable and healthy future together.

Operational Experience

• You bring at least 3+ years of experience in a similar assistant or executive support role, ideally within a dynamic, fast-paced environment. You have a strong service mindset, handle confidential information with care, and are comfortable supporting senior leadership with a high level of professionalism.

Communication

• You communicate clearly, respectfully, and confidently in both English and German (spoken and written). You’re experienced in interacting with a wide range of stakeholders — from internal team members to external partners, board members, and customers — always with cultural sensitivity and sound judgment.

Organizational Skills

• You work in a structured, self-directed way and enjoy creating order out of complexity. You’re highly organised, skilled at managing multiple priorities independently, and able to adapt quickly to shifting demands without losing focus.

Time Management & Prioritization

• You know how to distinguish between urgent and important, consistently meet deadlines, and keep things moving. You plan ahead, stay proactive under pressure, and take initiative to ensure operations run smoothly.

Innovation & Ownership

• You’re not just task-oriented — you enjoy improving processes and making things more efficient. You approach challenges with creativity, bring fresh ideas to the table, and take full ownership of your responsibilities. You thrive in environments where you have the freedom to take initiative and make things happen.

What makes you stand out from other candidates

• Experience in a startup environment, ideally within the tech industry.

• Familiarity with tools like Google Workspace, Notion, or Slack.

• A naturally proactive mindset, comfortable working with a high degree of autonomy.

What we offer

International Environment: Join a team with 40+ nationalities across 5 continents, all driven by a shared purpose: shedding light on the world’s toughest challenges.

Attractive Compensation Package:

• Stock Options: Share in Orbem’s success.

• Visa & Relocation Support: Seamless support for your move to Germany.

• Learning & Development: €1,750 annual budget for personal growth.

• Fitness Membership: Access to Urban Sports Club or Wellpass.

• Childcare Reimbursement: Support for Kita/Kindergarten fees.

• Deutschland Ticket: Full coverage of public transportation.

Work-Life Integration:

• Flexible Hours & Home Office: Work when and where it suits you.

• WFH Perks: Get €185 to upgrade your home office + sleek external monitor on us!

• 30 Days Paid Leave: Plenty of time to recharge.

• Personal Leave: Flexibility for life’s important moments.

• Work from Anywhere: Experience new cultures and environments for up to 60 days per year.

Make a Difference: Join an ambitious, fast-growing team working on breakthrough technology. In our scale-up environment, you will have the freedom to lead your projects and make an impact. We provide a platform for you to explore, innovate, and define your vision for the future. At Orbem, we’re committed to helping you discover your strengths, and while we aim to teach you, we also want to learn from you. 

Your team

As a Team Services Manager, you become part of our diverse and international team. Learn more about the team members, their work, and challenges here: https://orbem.ai/company/  

At Orbem, we're committed to building a smart, diverse team, and we recognise that self-doubt can prevent talented individuals from applying. If you feel you don't meet every requirement, we'd love to hear from you anyway!