Executive Assistant & Office Manager

What we do

Eye tracking is a powerful way to understand human behavior and build entirely new ways of interacting with technology. At Pupil Labs, our mission is to push the boundaries of eye tracking through cutting-edge technology and research.

Our products are used by thousands of people around the world—from researchers and clinicians to elite athletes and astronauts on the International Space Station. We are a small, international and interdisciplinary team based in Berlin.

Who we are looking for

Within every successful team are people who make sure everything else runs smoothly.

We are looking for an Executive Assistant & Office Manager who enjoys creating structure, coordinating many moving pieces, and making sure that nothing falls through the cracks.

You will work closely with our CEO, Head of R&D, and the wider team. Your role is to keep the operational side of the company organized so that others can focus on their work.

No two weeks will look exactly the same. You might organize a business trip, onboard a new colleague, coordinate an external service provider, or support a project involving hundreds of study participants.

If you enjoy helping others succeed and take satisfaction in seeing everything run smoothly, we would love to hear from you.

Responsibilities

• Organize business travel and accommodation.

• Keep our Berlin office running smoothly, including facilities and office supplies.

• Coordinate external service providers.

• Support HR administration and the onboarding of new team members.

• Manage invoices and other administrative tasks.

• Support internal projects such as participant recruitment, company events, or the introduction of new administrative processes.

• Keep documentation and recurring workflows organized and up to date.

• Communicate with team members, external partners, and other contacts in both German and English.

• Work closely with the CEO and Head of R&D on organizational and administrative topics.

Requirements

• Fluent written and spoken German and English.

• Must be living in Berlin with ability to legally work in Germany.

• Highly organized and dependable, with an eye for the things that still need to be done.

• Calm and pragmatic when several things require attention at the same time.

• Friendly and professional when communicating with a wide range of people.

• Comfortable working with modern digital tools such as Google Workspace, Notion, and AI tools.

• Eager to learn new tools and workflows.

• Self-motivated and happy to take initiative rather than waiting for every task to be assigned.

Previous experience in Executive Assistance, Office Management, Project Coordination, Startup Operations, or a similar role is beneficial but not required. We are also interested in people with less conventional backgrounds who have developed strong organizational skills in other ways.

What success looks like

Meetings are prepared. Travel is booked. Invoices are paid. New employees feel welcome. Visitors have what they need. The office works. Important things don’t get forgotten.

Much of your work may go unnoticed precisely because everything simply works.

Location

This job is on-site at our Berlin office. Our office is located in a vibrant part of Kreuzkölln, two minutes from Schönleinstraße U-Bahn station.

This is an office-first role. We are looking for someone who enjoys being present and working closely with the team in Berlin. Occasional home office is possible.

Benefits

Pupil Labs is a small company with a highly international and interdisciplinary team and a culture of participation, feedback, and continuous learning.

We value a healthy work-life balance, with regular and predictable working hours and six weeks of holiday per year.

We have a beautifully designed office in the center of Berlin with great coffee!