Job Description

Job Purpose

The Office Manager must ensure a smooth day-to-day running of the ECFR Berlin office, which serves both as a national office and ECFR headquarters. The role focuses on office coordination, administrative assistance, and event logistics, ensuring an efficient, welcoming, and well-organised working environment. The Office Manager acts as assistant to the head of office and as the first point of contact for Berlin office activities and plays a key role in fostering a positive and engaging workplace culture.

Main Responsibilities

Assistance to the Head of Office

• Provides Administrative assistance to the Head of Office, such as email and calendar management, as well as scheduling and meetings planning.
• Assist with travel arrangements (flights, accommodation, transport) and related expense tracking, ensuring accurate expense records and reimbursements.

Office & Administrative Management

• Manage day-to-day office administration for the Berlin office under the guidance of the Head of Office to ensure smooth office operations.
• Communication and coordination with external service providers, and property management.
• Act as the first point of contact for enquiries related to ECFR Berlin activities.
• Oversee and coordinate the Berlin office calendar and activities, including annual staff activities.
• Manage generic Berlin office inboxes, incoming and outgoing correspondence, and phone enquiries.
• Budget management, including cost controlling and budget planning.

Event & Activity Coordination

• Plan and coordinate logistics for meetings and events hosted at the Berlin office, including invitations and catering.
• Facilitate the Head of Office in organising ECFR events and activities in Berlin.
• Facilitate maintenance of the Berlin network and related records in internal databases.

Person Specification

Education

• Bachelors/Masters (or equivalent experience like an apprenticeship in Office Management) in Business Administration, Communications, Social Sciences, Political Sciences, International Relations, or a related field.

Experience

• 2-3 years of experience in office administration or a similar role.
• Experience in events and stakeholder engagement is an advantage.

Skills and Abilities

• Strong organisational and administrative skills with attention to detail.
• Strong Microsoft Office & IT skills, particularly in Word, Excel, PowerPoint, and other common office software.
• Excellent organisational skills, with a strong attention to detail and a quality-driven mindset.
• Ability to multitask effectively and work under pressure to meet deadlines, particularly in fast-paced environments.
• Ability to work independently and as part of a multinational team.
• Proficiency in English and German; additional languages are an advantage.
• High degree of ownership, reliability, and focus on delivering high-quality results.
• Strong interpersonal skills with the ability to comfortably interact with various hierarchical levels and foster positive working relationships.
• Ability to take initiative and a proactive attitude in identifying areas for improvement and taking on new tasks.
• Entrepreneurial spirit, with the ability to adapt to changing environments and handle multiple tasks simultaneously.
• Flexibility to adapt to changing priorities and conditions, with a positive attitude towards learning and self-development.

What we offer

• Competitive monetary compensation
• Convenient office location in the heart of Berlin
• Stimulating and open work culture at an innovative and renowned pan-European think tank with partly hybrid work opportunities that allow flexibility while maintaining productivity and collaboration.
• Opportunity to collaborate with highly motivated and committed colleagues from diverse backgrounds across Europe, within an organization that holds a distinguished position and wide recognition within the think tank world.

To Apply and Next steps

If this is of interest, we look forward to receiving your application by the 6th of April!   
This position is a maternity cover from May 2026 until August 2027
  
Please use the apply button to submit your cover letter and CV (max. 2 pg. and pdf format).
  
Candidates must be eligible to work in Germany and willing to be based in Berlin.
  
We aim to inform you promptly about the status of your application. Shortlisted candidates will be contacted directly with the details about the next steps in the process.
  
We care about your data privacy. If you are interested to know more about how we manage your personal data, you can find more information in this link: https://ecfr.eu/privacy-job-applicants/  
  
ECFR is an Equal Opportunity Employer and we do not discriminate against applicants due to race, ethnicity, gender, veteran status, or on the basis of disability or any other federal, state or local protected class.   
  
STRICTLY NO AGENCIES PLEASE