Office Manager & Team Assistance (m/w/d)

We build AI products that solve real problems. So someone needs to keep the ship running while we do. You'll make sure our small team can focus on what matters: doing great work. Office, org, events, a bit of HR and finance. Sounds like a lot, but with a team our size it's varied and manageable.

You’ll have real freedom to shape our small company and share in the success (salary, earnings share and equity in products we launch). If you have a startup spirit, enjoy side projects, and want to see your work make a real impact, we'd love to connect.

About us

Overfly is a Berlin-based Partner for Applied AI. We're a team of engineers, product builders and strategists who help enterprises find high-impact AI use cases, then design and build them to production.

TASKS

What you'll be doing

Operations

• Coordinating meetings, and travel for the team
• Mail, orders, vendor contracts: you keep the overview
• Helping to improve AI-enabled workflows within the organisation

Team and events

• Organizing our team events, offsites, and monthly meet-ups (Flyday)
• Onboarding of new team members & regular meetings with current team members
• Being the go-to person for all organizational questions

HR admin

• Employment contracts, vacation tracking, sick leave: you keep the basics clean
• Keep track of our inventory (laptops, phones, servers, accessories)
• If a new tool or process makes sense, you proactively suggest it and make it happen

Finance support

• Invoices, receipts, and bookkeeping prep: you keep everything sorted for our tax advisor
• Expenses and reimbursements: you make sure the team actually submits their receipts (yes, that's the hardest part)
• Keeping track of running costs and subscriptions

REQUIREMENTS

What you'll bring

• Experience in a similar role at a startup, agency, or small company. You know how things work when there's no playbook.
• You're organized, reliable, and self-directed. Nobody needs to tell you what's next.
• Fluent in German and English. Our team speaks both and lots of backoffice tasks require good German.
• You're comfortable switching between bookkeeping receipts and event planning in the same afternoon.
• Familiar with tools like Google Workspace, Notion, or Slack (or you pick things up fast).
• Bonus: you're curious about AI and tech. You don't need to be technical, but interest helps.

BENEFITS

What we offer

• 16-24 hours per week, flexible schedule.
• Hybrid work model: our Berlin office space plus home office.
• Customizable perks (transportation pass, gym membership): choose what fits your life.
• Autonomous, self-managed work environment.
• Experienced, flat team structure: no corporate hierarchy here.
• Annual bonus based on company performance.

How to apply

We don't need a polished CV. Just send us your LinkedIn profile or a quick overview of your background, plus short answers (2-5 sentences each) to these questions:

• The most chaotic thing you've organized that still worked out. What made it work?
• How do you make sure nothing falls through the cracks in a fast moving team?
• What interests you about Overfly?
• Do you use AI yourself, and what excites you most about it?

This helps us quickly understand who you are and what motivates you 🫶