Group Manager Assistant

We are a software house providing outsourcing services to clients across various industries. For one of our key clients, we support 5 delivery teams (40+ software engineers) running over 10 active projects. We pride ourselves on high-quality delivery and building strong, long-term client relationships.

To keep our Group Manager focused on production excellence, we are looking for a proactive Group Manager Assistant. In this role, you will take ownership of operational, coordination and reporting responsibilities across projects and teams. Your contribution will ensure that the Group Manager and delivery leads can dedicate their time to core production work, while you provide the organizational backbone that keeps everything running smoothly.

We understand the list is extensive - at the start, you will gradually take on responsibilities, with the scope expanding step by step.

Resources & Vendors:

• Support resource planning and help resolve allocation conflicts.
• Coordinate onboarding/offboarding of team members (access, accounts, training).
• Assist with recruitment coordination.
• Maintain skills inventory / competency matrix.
• Liaise with external vendors for tools, licenses, or outsourced services.

Team Coordination:

• Track availability, leave, and timesheets of team members.
• Support internal approvals (travel, expenses, procurement requests).
• Handle other operational coordination tasks.

Reporting & Follow-up:

• Collect weekly project updates from team leads
• Prepare consolidated reports (progress, risks, blockers).
• Track action items and follow up with owners.

Communication, Client & Compliance Support:

• Draft and circulate non-technical client updates and progress notes.
• Prepare presentation decks for management/client meetings.
• Track compliance items (NDAs, data security policies).
• Support preparation for internal/external audits.

• Strong organizational and multitasking skills.
• Excellent written and verbal communication in English. 
• Proven experience in one of: project coordination, project management, executive assistance, PMO support, resource management, team coordination (5+ members) in any similar sphere.
• Proficiency with tools like MS Office / Jira / Confluence (or similar).
• Ability to work independently and proactively resolve issues.
• Detail-oriented with strong follow-up discipline.

Additional plus:

• Experience supporting multiple teams or projects simultaneously.
• Knowledge of German language.

• An exciting and challenging job with talented people around!
• Working with a Hi-Tech resident company.
• Opportunity to work with projects of the world-famous clients.
• English courses.
• 26-calendar days paid vacation.
• Comfortable, cozy office (possibility to work remotely).
• Corporate and social events, pleasant surprises from the company.