Administrative Assistant (Project Operations)

Pinnipedia is a new Berlin startup building a cloud platform that automates and assists the creation of audit-ready IT-security concepts (e.g., BSI-Grundschutz, C5). We’re IGP-funded (2025/26) and co-develop with FU Berlin and pilot users from industry and security consulting.

We’re hiring a part-time Administrative Assistant (20 h/week) to keep our project on schedule, audit-ready, and well documented. You’ll be the organiser behind our MVP development: meetings, minutes, evidence, timesheets, and submission hygiene—so engineers and the Product Owner can move fast.

Project operations (~60%)

• Orchestrate calendars & ceremonies; prepare agendas, take minutes, track actions/decisions (Jira/Confluence/Notion).
• Maintain tidy documentation and audit evidence (test protocols, logs, approvals, screenshots) with clear versioning.
• Own timesheet hygiene and milestone checklists; help prepare claims (Mittelabruf).

Company operations (~20–30%)

• Vendor & subscription admin; collect invoices/receipts for the tax advisor; simple purchasing.
• On/Offboarding checklists, NDA tracking; travel & event logistics.
• Keep shared drives clean, searchable, and permissioned.

External communication (~10–20%)

• Draft short updates (LinkedIn/one-pagers/newsletters); coordinate posts and assets.
• Support partner comms (FU Berlin, pilots), webinar logistics, slide decks & FAQs.
• Maintain a small media/press kit; route inbound requests.

Tools we use: M365, Excel, Teams, Powerpoint, AI-enhanced productivity, Project Management Tools

Must-have

• 2+ years in project coordination/operations.
• German C1 and good English; strong writing & formatting.
• Calm, proactive organiser who enjoys structure; spreadsheet-comfortable (filters, pivots, simple formulas).
• Habit of clear versioning and evidence hygiene (screenshots, approvals, links).

Nice-to-have

• Public-grant know-how (IGP/ZIM/EU),
• Experience with social posting.
• Business administration background.
• Accounting / Budgeting Know-how.

Hybrid, part-time (20 h/week) with flexible scheduling; office days in Berlin when needed.

Competitive pro-rated salary (up to €55,000 FTE gross → ~€27.5k p.a. at 20 h/week).

Small, focused team; direct collaboration with the Product Owner, engineers, and academic/industry partners.

Modern tooling; real ownership over documentation and submission hygiene.

Impact: help SMEs meet rising security requirements with less friction.

Ready to bring order to a fast, ambitious project? Apply here on JOIN with your CV (PDF) and a short note (max 200 words) describing how you would set up timesheet & evidence hygiene from week 1.

Our process: 20-min intro → 60-min practical case (docs/minutes/checklist) → 30-min team chat → references. We review applications within 5 business days.