Job Description

Job Purpose

The Office Manager holds a crucial position within ECFR, serving as a key facilitator for operations at ECFR Berlin, which functions as both a national office and the ECFR headquarters. The role encompasses two main elements of operations for the Berlin office. Firstly, providing assistance to the Head of the Berlin Office in organising and managing ECFR events and activities in Berlin; secondly, ensuring the smooth running of the Berlin Office. In addition, this role actively partners with ECFR programmes and other national offices, offering essential logistical support.

The office manager will play a pivotal role in creating a positive and engaging work environment, coordinating events, implementing new processes and structures, and overall contributing to the effectiveness and efficiency of the entire team.

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.
• Assists with travel arrangements for the Head of Office, including flights, accommodations, and transportation, while maintaining accurate expense records and reimbursements.
• Assists the Head of Office in organising ECFR events and activities in Berlin.

Office & Administrative Management

• Manages day-to-day office administration for the Berlin office under the guidance of the Head of Office.
• Communication and coordination with external service providers, and property management
• Acts as the first point of contact for enquiries related to ECFR Berlin activities.
• Oversees and coordinates the Berlin office calendar and activities, including meeting logistics and annual staff activities.
• Manages generic Berlin office inboxes, incoming and outgoing correspondence, and phone enquiries.
• Budget management, including cost control and budget planning.
• Facilitate maintenance of the Berlin network in the database.

Facilitating the Operations Team

• Manages ECFR Premises, including procurement & supplier management, contract management, relocation planning and health & safety.
• Manages relationships with vendors and suppliers to ensure the availability of necessary supplies and services.
• Manage premises budget (budget preparation, cost control, invoices management).
• Providing administrative assistance to Operations.

Additional responsibilities may be assigned as needed to support overall ECFR organizational priorities

Person Specification

Education

• Bachelors/Masters, preferably in Business Administration, Communications, Social Sciences, Political Sciences, International Relations, or a related area.
• Equivalent work experience in a similar administrative or project support role may also be considered.

Experience:

• Previous experience of 2-3 years in office administration or project management is an advantage.
• Experience in event coordination, stakeholder engagement, or communications outreach is beneficial.
• Experience working within international organizations or a demonstrated interest in European institutions and international relations is a plus.

Skills and Abilities

• Strong Microsoft Office & IT skills, particularly in Word, Excel, PowerPoint, and other common office software.
• Proficiency in written and spoken English and German is essential; additional languages (e.g. Spanish, Italian) are an advantage.
• 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.
• 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 work independently and as part of a multi-disciplinary and multi-national team.
• Excellent written and verbal communication skills with the ability to translate complex ideas into clear messages for diverse audiences.
• 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.
• Demonstrated ability to manage relationships with key stakeholders and partners effectively.
• Flexibility to adapt to changing priorities and conditions, with a positive attitude towards learning and self-development.
• Willingness and ability to occasionally travel and work irregular hours as required.

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!   
The position is a maternity cover from June 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