Office Experience Admin, Part-Time

About Keyfactor
Our mission is to securely connect the world: humans, machines, and AI. Keyfactor is the leader in trust infrastructure for AI and machines, helping the world's largest enterprises and government agencies take control of the cryptographic identities that safeguard every digital interaction. Behind the platform is a global team of people who care deeply about the work and each other. We move fast, think big, and show up for one another every day. If you're looking for work that matters and a team that brings out your best, we hope you'll trust your future with Keyfactor!
Title: Office Experience Admin (formal title is Office Experience Assistant)
Location: Aachen, Germany (Hybrid)
Experience: Associate Level
Job Function: Human Resources
Employment Type: Part Time (16 hours a week)
Industry: Computer and Network Security
About the position
We are seeking an organized, proactive, and culture-driven Office Assistant to support the daily operations and employee experience across our Aachen and Zurich offices.
This role is ideal for someone who is passionate about creating a welcoming, engaging, and well-run workplace environment where employees feel connected and supported. In addition to managing office operations, this person will play a key role in planning and coordinating culture-building initiatives, employee events, and team experiences that foster collaboration and strengthen company culture. The ideal candidate is highly organized, self-directed, service-oriented, and energized by bringing people together.
This is a part time role, you will be expected to work onsite 2 days/ 16 hours per week, with flexibility based on business needs and office activities.
Responsibilities
Manage day-to-day office operations for the Aachen and Zurich offices
Manage office suppliers and procurement processes, ensuring timely ordering, replenishment, and coordination of deliveries as needed.
Coordinate catering, meal arrangements, and restaurant reservations for meetings and events, ensuring timely organization and alignment with team needs.
Serve as the on-site point of contact for day-to-day office matters, providing support and resolving basic operational issues.
Own the planning and execution of team buildings, company initiatives, and special events in both offices, ensuring seamless coordination and a high-quality experience for employees.
Travel between the Aachen and Zurich offices as required to support operational needs and ensure consistency across sites.
Supporting in coordination of occupational health and safety (OHS) activities, ensuring compliance with local regulations, managing preventive measures.
Skills and Qualifications
Prior experience in an administrative or office support role required.
Proficiency in both German and English (written and spoken)
Ability to self-manage, prioritize tasks, and work independently.
Strong organizational skills and attention to detail.
Professional, dependable, and service-oriented mindset.
Passion for company culture, employee engagement, and creating positive workplace experiences.
Comfortable managing both routine operational responsibilities and dynamic event coordination.
Excellent communication and interpersonal skills.
Familiarity with Microsoft Office tools (email, calendars, expense tools, etc.).
Compensation
Salary will be commensurate with experience.
Culture, Career Opportunities and Benefits
We build teams that continually strive to get better than the day before. You will be challenged daily and given opportunities to grow personally and professionally. We balance autonomy and structure to create an entrepreneurial environment to spur creativity and new ideas.
Here are just some of the initiatives that make our culture special:
Second Fridays (a company-wide day off on the second Friday of every month minus November and December due to the Holiday schedule). Please note that this benefit is subject to