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). Were IGP-funded (2025/26) and co-develop with FU Berlin and pilot users from industry and security consulting.

Were hiring a part-time Administrative Assistant (20 h/week) to keep our project on schedule audit-ready and well documented. Youll be the organiser behind our MVP development: meetings minutes evidence timesheets and submission hygieneso engineers and the Product Owner can move fast.

Tasks

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 (2030%)

• 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 (1020%)

• 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

Requirements

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.

Benefits

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

Competitive pro-rated salary (up to 55000 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.