Administrative Assistant Coordinator

About the role

We are looking for an Administrative Assistant Coordinator to support our CTO and co‑founder, manage office operations, and ensure smooth financial and HR processes.

Key responsibilities

• Manage the CTO's calendar, meetings, travel, and triage the shared inbox.
• Run the office – supplies, equipment, utilities, maintenance, and visitors.
• Prepare and file documents for government bodies, banks and the commercial registry; liaise with external accountant and lawyer.
• Onboard new hires – contracts, social insurance, equipment, accounts, and first‑week schedule.
• Issue client invoices, track payments, chase overdue amounts and collect supplier invoices for the accountant.
• Monitor subscriptions and vendor accounts, flag renewals and anomalies.
• Maintain a simple monthly cash overview for the founders.
• Coordinate paperwork with our German partner office and track German client contract deadlines.
• Keep ClickUp tidy, collect status updates from marketing, design and engineering, and draft weekly client updates.

Required profile

• At least three years experience as an executive assistant, office manager or operations coordinator.
• Fluent written and spoken English and Arabic.
• Organised, reliable and able to close loops without reminders.
• Comfortable with numbers – invoices, basic spreadsheets and payment tracking.
• Discreet with financial and HR information.
• Nice to have German (A2+), experience in a software company, agency or startup.

Required skills

• Google Workspace (Gmail, Calendar, Drive, Sheets).
• ClickUp or similar task‑management tool.
• Basic bookkeeping or accounting coursework.
• Basic spreadsheet skills.
• Payment tracking.

What we offer

• Direct line to the founders and authority to improve processes.
• A team built around you over the next six months.
• Existing tools – Google Workspace, ClickUp, WhatsApp Business, Excel.
• Reports to the CTO and co‑founder.