Role
At Hive Robotics, we are building secure, autonomous communication networks for our next generation of unmanned systems.
The Executive & Operations Assistant plays a central role in ensuring the smooth functioning of the company’s administrative, operational, and executive activities. You will be in the center of the company’s organisational, engineering development and support the team and executive with day-to-day coordination, act as dependable anchor for the team and manage communication with external partners. The role combines executive assistance, finance support, office and site management, supplier coordination, and HR operations. It requires a proactive, service-oriented individual capable of navigating a dynamic and fast-paced environment
Responsibilities
Executive & Team Support
- Act as the go-to person for executives and team members on administrative and organizational matters.
- Coordinate calendars, meetings, and travel arrangements for executives and the broader team.
- Support with preparation of documents, presentations, and internal communications.
Finance & Accounting Support
- Assist with bookkeeping tasks (collecting receipts, organizing financial documents, preparing materials for accounting).
- Manage client invoicing: create, send, and track invoices.
- Serve as point of communication with accountants and tax consultants, ensuring timely exchange of information.
Office, Site & Local Operations Management
- Oversee day-to-day office and site operations to maintain a well-organized, functional work environment.
- Act as the primary point of contact for local operations and liaise with external partners such as logistics providers, warehouse services, IT support, telecom providers, leasing companies, and event partners.
- Manage procurement of office supplies, tools, and equipment; track and supervise incoming goods.
- Maintain a central overview of all company contracts (rent, leasing, insurance, SaaS subscriptions, suppliers, services).
- Coordinate facility-related topics including maintenance, repairs, workspace setup, and equipment needs.
People & HR Operations
- Support the HR tool chain (e.g., Personio or similar tools), including employee data updates, leave tracking, onboarding/offboarding processes, and document management.
- Assist with HR-related communication and ensure compliance with administrative processes.
Supplier, Partner & Contractor Management
- Manage relationships with suppliers, service providers, and internal stakeholders to ensure reliable and efficient operations.
- Support procurement and purchasing processes.
- Keep supplier and contract information up to date and well organized.
Requirements
Must-Have Skills & Experience
- Experience in office management, executive assistance, operations coordination, or a similar administrative role.
- Basic understanding of finance processes (bookkeeping, invoicing).
- Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
- Excellent communication skills with a strong customer-focused and service-oriented mindset.
- Proactive, hands-on, “can-do” attitude with high reliability.
- Fluency in German (must) and strong English skills
- Proficiency with office software (Google Workspace / MS Office) and comfortable interacting with external partners.
Nice-to-Have
- Experience with HR systems (e.g., Personio).
- Familiarity with accounting or procurement processes.
- Background in a tech, robotics, warehouse, or startup operational environment.
Personal Qualities
- Friendly, solution-oriented personality with strong interpersonal skills.
- Ability to handle confidential information with discretion.
- Strong attention to detail and systematic working style.
- Capability to anticipate needs and improve processes independently.
This position is in Munich
About us
We at Hive Robotics democratize local and worldwide teaming and swarming solution in multiple domains
