Office Manager & Executive Assistant (AI-first) (m/f/d)

Since 2006, signTEK has been building demanding e-commerce solutions for manufacturers, retailers and brands, B2B and B2C. Today we work AI-first: in development, in project management and in administration.

You keep everyday business running

You are the central point of contact for management, administration and the office. You see what's needed, take care of it on your own initiative and gradually simplify processes with AI and automation. You work discreetly and reliably, with a good sense of what matters right now.

• Support management: You coordinate appointments, prepare documents, follow up on open topics and come with solutions when problems arise.
• Administration and finance: You handle insurance, prepare payroll and bookkeeping and issue client invoices, carefully and on time.
• Keep an eye on the numbers: You spot deviations in project hours, budgets, utilisation or the monthly financial report (BWA), look into the causes and flag them early with your assessment.
• Automate processes: You try out AI tools, automate recurring tasks and describe requirements so that others can implement them.
• Run the office: You coordinate service providers and take care of equipment and a welcoming office.
• Order and cleanliness: You make sure our office is tidy and clean, manage the cleaning service and lend a hand with small things in between, such as dishes or the kitchen.
• Team culture: You make sure everyone feels at home with us, welcome new colleagues and organise our team events.

What you bring

• Business background: Experience in assistance, office management or commercial administration, ideally 2 to 5 years.
• Initiative: You set priorities, see tasks through and know when to involve management.
• Feel for numbers: You look closer when numbers don't add up. You don't need to be a controller.
• Keen on AI: You want to make work simpler and enjoy trying digital tools. No programming skills required.
• Discretion and care: You handle confidential information responsibly.
• Hands-on attitude: You like making everyday life easier for others and see what needs doing without being asked.

How you work with us

You get clear responsibilities and room to make decisions. We have already changed many processes with AI and automation. You pick up these approaches and take them further. For us, good office management means everyday business runs smoothly, important topics become visible in time and the organisation gets better with you.

What awaits you

• Room to shape: You actively develop our administration with AI.
• Salary: EUR 42,000 to 55,000 gross per year (full-time), depending on experience. On top: a company pension and private supplementary health insurance.
• Part-time possible: The position is available full-time or part-time from 30 hours per week.
• AI tools included: Paid access to Claude, ChatGPT and Gemini, plus Marvin, our own AI assistant.
• Hybrid, flexible and central: Tuesday to Thursday in the office, a few minutes from Mannheim central station, Monday and Friday remote. You agree on flexible working hours with your team.
• Around the table: Hot lunch at the office and regular team events.
• The usual, done well: 30 days of annual leave, a training course every year, JobRad bike leasing and high-quality hardware. No wonder we're a kununu Top Company 2022 to 2026.

Your application

Apply via the "Apply now" button. Upload your CV and tell us your earliest possible start date. No cover letter needed. Instead, briefly tell us: Which process have you made significantly simpler, and how? And: What do you expect from a company that takes AI seriously?

The position is available from 1 December 2026. You will hear from us within 5 working days. Next, we get to know each other in a conversation. If it's a fit, a short hands-on task follows, and AI is explicitly allowed. Your contact is Steffen Höpfinger.