Office Manager / Executive Assistant w DoubleData

Office Manager / Executive Assistant

Join DoubleData, where Data Intelligence meets Business Execution.

DoubleData is an innovative data intelligence startup shaping how companies in sectors like e-commerce, food delivery, and retail make pricing and sales decisions. We are now looking for a proactive and highly organized Office Manager / Executive Assistant to join our team and support both our internal operations and external communication efforts.

In this role, you will play a key part in keeping the company running smoothly behind the scenes. From HR and accounting coordination to client communication and internal task management, you will be the operational glue between the business and its execution. If you're detail-oriented, reliable, and excited to contribute to a fast-growing startup, we’d love to meet you.

Key Responsibilities

Office & HR Operations (40%)

1. Coordinate HR-related matters including onboarding, benefits administration (e.g., MultiSport, Private Medical Care), and employee documentation
2. Liaise with external accounting and legal teams to ensure timely handling of payroll, invoices, and contracts
3. Oversee internal documentation and ensure compliance with internal policies

Executive Assistance (30%)

1. Support founders in managing calendars, scheduling meetings, and handling follow-ups
2. Prepare and proofread presentations, documents, and meeting notes
3. Manage communication between founders and external stakeholders when needed

Client Communication Support (20%)

1. Assist in maintaining communication with key clients through follow-ups, document coordination, and scheduling
2. Support the sales and marketing team in handling day-to-day client-related tasks and keeping records updated in the CRM

Operational Projects (10%)

1. Take ownership of ad hoc projects such as coordinating events, managing purchases, or organizing internal processes
2. Help optimize internal workflows and identify opportunities for improving operations

What We Value

1. Structured & Reliable: You get things done and don’t let tasks fall through the cracks
2. Organized and Precise: You track details, manage time efficiently, and follow up proactively
3. Clear Communicator: Fluent in both written and spoken English
4. Tech-savvy: Comfortable using tools like ChatGPT, Google Workspace, Excel, Notion, PowerPoint, and Slack
5. Problem-Solver: You take initiative and adapt quickly in a fast-paced environment
6. Nice to Have: Experience with basic HR tasks, cooperation with accounting firms, or supporting sales/client teams

What You’ll Get

1. Direct Access to Founders: Collaborate daily with seasoned co-founders across product, sales, and tech
2. Impactful Work: Your role directly supports the growth and operations of the company
3. Flexible Setup: Remote-first work culture with optional coworking days at co-working space
4. Tools & Benefits: MacBook, 34” monitor, Private Medical Care, MultiSport
5. Growth Potential: We're growing fast and always open to expanding roles and responsibilities based on your performance

Recruitment Process

1. CV Screening: we’ll carefully review your experience and skills
2. Intro Call: a short chat with one of the founders
3. Final Interview: a deeper conversation about your fit for the role (~1 hour)
4. Offer & Onboarding: a welcome to DoubleData!