Team Assistant / Office Management (m/f/d)

Job description

Role Hive Robotics is a Munich-based deep-tech startup on a mission to make autonomous teaming and swarming a reality across air, land, sea, and space. We develop industrial-grade hardware and software modules that connect heterogeneous unmanned systems into intelligent, collaborative swarms, powered by our proprietary C3 (Command, Control, Connect) architecture. Founded by aviation veterans with deep expertise in drone hardware, secure communications, and autonomous systems, we are building the backbone for global robotic collaboration, serving customers in defence, disaster response, critical infrastructure, and beyond. As our Team Assistant, you are the operational backbone of the Hive Robotics office in Munich, on a part-time (approx. 30h/week) or full-time basis. You keep things running smoothly so that our engineers and leadership can focus entirely on building world-class technology. You are organized, proactive, and at ease in a fast-moving startup environment where priorities can shift quickly and no two days look the same. Over time, you will also take on sensitive operational responsibilities in HR administration and finance support, making trust and discretion central to this role. We expect regular on-site presence in our Munich office given the nature of these responsibilities. Responsibilities What You Will Do Manage our day-to-day office operations, including supplies, mail and facility Act as the first point of contact for visitors, guests, and external service providers, ensuring a professional and welcoming experience Collaborate closely with Finance, HR, and Operations on cross-functional topics as the team grows Support HR administration including preparation and management of employment contracts and coordination with our payroll provider Support scheduling and travel coordination for the team Assist with the planning and execution of internal team events and offsites Coordinate onboarding logistics for new team members (access, equipment, office setup) Support administrative tasks such as invoice processing and travel expense pre-accounting Oversee office assets including keys, access cards, and equipment tracking Identify and implement improvements to administrative processes and tools Requirements What You Bring Experience in team assistance, office management, or a comparable administrative role, ideally in a startup or fast-paced environment Highly organized, structured, and reliable, with strong attention to detail Proactive mindset: you anticipate needs, take initiative, and follow through without being asked twice Strong interpersonal skills and a collaborative, service-oriented approach Advanced English AND German language skills (B2 or higher in both) Comfortable with standard office tools (Google Workspace or MS Office) Discretion and professionalism when handling sensitive information