Operations Manager & Executive Assistant

Apheris

1d • Remote

About The Position

Apheris is seeking a well-organized and reliable Executive Assistant & Operations Manager to support its CEO and Leadership Team, as well as the Finance & Operations team. This role is crucial for ensuring the smooth running of day-to-day operations and providing essential support across the company. The position involves a significant amount of executive support, including managing the CEO's calendar and travel, coordinating meetings, and preparing logistics. Additionally, the role will play a key part in company operations, such as coordinating team events, offsites, customer and investor meetings, managing vendor relationships, leading employee experience initiatives, and facilitating the logistics for a remote team during Office Days. The ideal candidate will be highly organized, proactive, reliable, and comfortable managing a diverse range of responsibilities, interacting with individuals at all levels, and becoming a trusted point of contact for driving initiatives forward.

Requirements

• Several years of experience in an Executive Assistant, office management, operations, or similar role, including experience supporting C-level executives
• Strong organizational and time-management skills, with the ability to manage multiple priorities reliably
• Excellent communication skills and a professional, dependable working style with people at all levels
• A high degree of discretion and sound judgment when handling sensitive or confidential information
• Willingness and ability to be in Berlin for the full duration of our Office Days weeks, which take place three times per year for one full working week each
• Confidence working independently in a remote-first environment
• Flexibility and comfort operating with limited guidance in a fast-moving environment
• Proficiency in using AI tools to improve productivity, and curiosity to keep exploring better ways of working
• A proactive mindset, with a habit of questioning the status quo and identifying practical improvements
• Fluent English, spoken and written.

Nice To Haves

• German language skills are a plus
• Familiarity with co-working or office space management
• Experience working in a startup or scale-up environment

Responsibilities

• Support talent operations and employee experience topics, contributing to a strong employee journey from onboarding onwards, collaborating with our people lead
• Plan and execute Office Days, primarily in Berlin, as well as virtual and in-person company events, investor meetings, and customer or partner gatherings, such as meetups alongside conferences
• Own general office and admin topics, including the relationship with our co-working space, office supplies, incoming mail, supplier communication, and company merch
• Support employees with travel bookings and related logistics
• Coordinate with vendors and suppliers, manage relationships, and ensure smooth delivery of services
• Maintain electronic and paper records, ensuring information and documents are organized, filed correctly, and easily accessible
• Support the rollout and maintenance of company-wide operational processes and policies, and help the team follow them
• Proactively identify and implement improvements to day-to-day operations
• Act as reliable point of contact and ensure that the CEO’s time is protected & used effectively, collaborating with the Chief of Staff on prioritization as needed
• Organize & coordinate appointments, meetings & business travel across time zones while ensuring seamless day-to-day support
• Support prioritization & coordination of incoming requests in alignment with internal & external stakeholders, handling correspondence where appropriate
• Support the Leadership Team with logistics when needed

Benefits

• Industry-competitive compensation, including early-stage virtual share options
• Remote-first working – work where you work best, whether from home or a co-working space near you
• Great suite of benefits, including a wellbeing budget, mental health benefits, a work-from-home budget, a co-working stipend and a learning and development budget
• Generous holiday allowance
• Office Days at our Berlin HQ or a different European location (3x a year)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed