Office Manager in Teilzeit (m/w/d)

Brevo

At Brevo, we’re not just building a CRM. With our technology, we’re helping millions of organizations build lasting relationships with their customers. From emails and SMS to WhatsApp, Chat, and Marketing Automation, our tools are intuitive, powerful, and built to scale with every ambition. We give businesses a clear view of the customer journey, so they can focus on what matters: connection. As a certified B Corp, we’re proud to grow with purpose, committed to high standards of social and environmental impact, not just performance. Today, more than 500,000 businesses across 180 countries—from NGOs like Amnesty International to global brands like Carrefour, eBay, Louis Vuitton, and Michelin—trust Brevo to engage their audiences, cut through complexity, and deliver results. Our reliable technology and 75+ integrations help them create unparalleled customer experiences, without the usual tech headaches. We recently exceeded 200m ARR and reached a major milestone by becoming a Unicorn, backed by strong growth and global expansion - and we’re just getting started! We are looking for a hands-on and team-oriented Office Manager to join our Berlin team! Based in our Berlin office and working closely with the global People & Impact team, you will be the backbone of our workplace - keeping things running smoothly, creating a great environment for our Brevonauts, and making sure no detail is missed.

JetBrains

At JetBrains, we build intelligent tools for developers and development teams. More than 15 million developers and over 300,000 companies worldwide rely on our products to solve real, complex problems. Our mission is simple: make development teams more productive and bring more joy to software development. We care deeply about creating an environment where our teams can thrive. To this end, we are introducing the new role of Head of Global Facilities & HSE to define and build our global physical infrastructure and health, safety, and environmental (HSE) strategy from the ground up. In this role, you will design and implement a centralized, scalable facilities management (FM) operating model while ensuring the highest standards of HSE compliance across our global portfolio. You will act as the global authority for facilities, vendor strategy, financial oversight, and long-term infrastructure planning, working closely with Country Managers and our Global Workplace department to ensure excellence and safety in all our offices. RESPONSIBILITIES: GLOBAL FM AND HSE SYSTEM ARCHITECTURE * Framework design: Develop and implement global FM and HSE policies, standard operating procedures, and compliance frameworks. * Reporting: Establish a global dashboard for FM spend, technical uptime, and HSE metrics. OPERATIONS AND VENDOR MANAGEMENT * Strategic sourcing: Conduct global tenders to select FM partners for our self-managed spaces. * Landlord relations: Oversee interactions with property management companies and create demarcation matrices for defining maintenance boundaries and auditing landlord performance. * Service charge control: Audit annual operating costs to ensure transparency and cost efficiency in leased spaces. HEALTH, SAFETY, AND ENVIRONMENTAL (HSE) * Compliance: Ensure all offices comply with local statutory regulations. * Risk management: Conduct regular site audits, fire safety drills, and ergonomic assessments in collaboration with the responsible local teams, and manage the global risk register for all facilities. * Sustainability: Gather and be responsible for the data required for ESG reporting and audits for the buildings, and assist with energy-saving initiatives, waste management programs, and carbon reduction strategies to meet corporate sustainability goals. TECHNICAL ASSET MANAGEMENT * Critical systems: Delegate responsibility for the maintenance of tenant-side assets. * Office projects: Provide insights about facilities and HSE for office fit-outs and expansions, working closely with the Global Workplace, Procurement, and Legal teams to ensure every new location aligns with global standards. WE EXPECT THAT YOU HAVE: * Established experience in facilities and HSE management, with a proven track record of building global functions in fast-paced or tech-driven environments (experience in the IT sector is highly preferred). * Experience implementing FM software and creating corporate policies from scratch. * A deep understanding of German HSE laws (for example BetrSichV and DGUV), as well as international FM standards. * Proven experience managing global IFM providers (such as CBRE, JLL, Apleona, and ISS) and negotiating complex service contracts. * Professional fluency in English. Proficiency in German is highly preferred for technical and legal compliance in the DACH region. WHY JOIN JETBRAINS?  * Strong base salary. We offer competitive pay that reflects your skills and experience. * Flexible work location. Enjoy the freedom to work from home or from the office. * Remote work. Spend up to 30 days per year working remotely from abroad. * Extra time off. More days to relax, recharge, and do the things you love. * Medical insurance allowance. Enjoy peace of mind for you and your family * Learning and development opportunities. Access to conferences, courses, and language classes. * Language classes. Pick up the local language or sharpen your English skills. * Fuel your day. Enjoy a hot meal or receive a lunch allowance on workdays. * Mental health support. To help you feel your best, we provide easy access to professional mental health services. * Sports benefit. Enjoy an on-site gym or sports club stipend. * Internal events. Join company-wide celebrations and team gatherings. *Some benefits may vary depending on location. #LI-HYBRID #LI-TA2 We are an equal opportunity employer We know great ideas can come from anyone, anywhere. That’s why we do our best to create an open and inclusive workplace – one that welcomes everyone regardless of their background, identity, religion, age, accessibility needs, or orientation. We process the data provided in your job application in accordance with the Recruitment Privacy Policy.

Education Y

PROJEKTBESCHREIBUNG Für unseren Standort in Düsseldorf suchen wir ab Juni eine*n Office Manager*in | Assistenz der Geschäftsführung (m/w/d) in Teilzeit mit mindestens 25 Stunden/ Woche, Die Stelle ist zunächst befristet bis 31.03.2028 mit Option auf Verlängerung; es besteht die Möglichkeit, teilweise aus dem Homeoffice zu arbeiten. DEINE AUFGABEN Assistenz der Geschäftsführung: * Eigenständige Koordination und Priorisierung von Terminen im Kalender der Geschäftsführung * Koordination und Überwachung der täglichen und wöchentlichen Arbeitsaufgaben der Geschäftsführung * Strukturierte Vor- und Nachbereitung von Meetings * Gremienbetreuung und -kommunikation, z.B. Einladung zu Vorstandssitzungen, Terminabstimmung, Protokollführung * Erstellung und Aufbereitung von Unterlagen und Präsentationen   Office Management: * Büroorganisation und Abwicklung des Tagesgeschäftes * Einkaufs- und Beschaffungswesen * Koordination und Kommunikation externer Dienstleister (z. B. IT, Reinigung, Facility Management) inkl. Vertragsmanagement * Pflege und Weiterentwicklung von Dokumentationen, Ablagestrukturen und Systemen (z. B. CRM) * Planung und Umsetzung interner Formate (z. B. Teamtage, Workshops, Veranstaltungen)   Administratives HR-Management: * Koordination von Recruitingprozessen inkl. der Organisation von Vorstellungsgesprächen (über Personio) * Organisation und Begleitung von On- und Offboarding-Prozessen * Pflege von Personalunterlagen DAS BRINGST DU MIT * Mehrjährige (mind. 5 Jahre) Berufserfahrung im Office Management, in der Assistenz der Geschäftsführung oder in vergleichbarer Position * Ausgeprägte Organisationsstärke sowie die Fähigkeit, mehrere Themen parallel zu priorisieren und eigenständig zu steuern * Strukturierte, zuverlässige und proaktive Arbeitsweise * Sehr gute Deutschkenntnisse in Wort und Schrift * Exzellente Office-Kenntnisse (v.a. Word, Outlook, Excel) * Erfahrung mit digitalen Tools (z. B. CRM, HR-Software wie Personio) * Erfahrung im Umgang mit internen und externen Schnittstellen * Schnelle Auffassungsgabe * Freude an der Arbeit im Team * Bereitschaft, an mindestens zwei Tagen pro Woche in unserem Düsseldorfer Büro zu arbeiten WARUM WIR? Neben dem guten Gefühl, sich für eine wirklich sinnvollen Sache zu engagieren, bieten wir eine abwechslungsreiche, anspruchsvolle Tätigkeit in einem netten, hochmotivierten Team, sehr flexible, familienfreundliche Arbeitszeiten sowie die Möglichkeit, teilweise im Homeoffice zu arbeiten.