People Operations & Office Manager

Job Description

Your mission

We're seeking an energetic People Operations & Office Manager to help us build a vibrant and efficient workplace. It is a particularly exciting time to join the deepset team as we’ve just opened our HQ in Berlin!

This position is super impactful as you’ll contribute to the organisation in two clear ways - through supporting our people operations as well as managing the new HQ’s day-to-day operations, playing a key role in our further growth.
As well as ensuring the smooth functioning of the office activities, an important aspect of the position will be owning the delivery of company-wide events.

You will work closely with the other members of the People team to foster and scale a phenomenal working culture, owning and contributing to projects that augment employee well-being. Therefore, it goes without saying, we are looking for people who have a passion for being very hands-on and driving great culture across organisations.

Our mission

We are an AI startup that empowers developers to build applications that use natural language as the interface to data. Our open-source framework Haystack is used by thousands of developers to build LLM applications.
Our LLM platform, deepset Cloud, enables enterprises worldwide to unlock the potential of large language models for their business cases. Come join our team and work with tech experts on real-world cases, in a fast-paced and high-impact environment, and shape the AI space together with us.

Life at deepset

At deepset you will find an environment with equal opportunities to grow, share ideas, build relationships, and succeed. We believe every employee is important and generates a direct impact on our team’s success.
We are certified by Flexa® Careers as a flexible employer, and our remote first culture is designed to provide work-life balance, autonomy, and flexibility.
Our daily meetings, the in person "re:base", and the social events allow us to work with great synergy. We would like to invite you to visit our life page to learn more about our culture.

Your impact

• Manage the daily operations of the office including key functions such as managing vendors and ensuring the upkeep of the facilities and supplies.
• Assist in the onboarding and offboarding of employees, and collaborate with IT to address equipment and software requirements
• Own and support people-led initiatives that promote employee well-being, and serve as the go-to person for office-related inquiries
• Handle administrative duties, including scheduling, correspondence, and document management
• Own event planning activities and managing logistics
• Collaborate with People administration topics, such as handling contracts and benefits
• You will be working directly with the VP People to help raise the bar across a range of diverse and exciting people projects

Your profile

• 3+ years of experience in office management, administrative support or people operations
• Ability to manage different tasks, prioritizing workload, and ensuring nothing falls through the cracks
• Problem-solving and project management skills, with the ability to anticipate needs, address issues proactively, and adapt to changing scenarios
• Ability to handle sensitive information with discretion
• Excellent communication skills in both English and German

Perks

• Hybrid role: You can choose to work from home or any other workspace that suits you. We offer home office setup (equipment and furniture).
• Grow: Personal and professional growth are important to us. We have an annual learning and development budget, and also the opportunity to speak at conferences, internal knowledge sharing, and workshops.
• Connect: We have a virtual office, a monthly social budget to reconnect virtually or in person, online walks and talks with colleagues from other teams, and a flexible travel policy that enables you to meet colleagues in person for special occasions.
• Re:base: We meet in person on a quarterly basis, because we believe it’s important to get to know each other. We have fruitful discussions, we hold workshops, we brainstorm together, and we have leisure activities and fun.
• You are an owner: All employees are enrolled in the employee stock option plan and own a part of the company.
• Personal time off: If you want to recharge and travel the world - there are 30 days of paid vacation.
• Choose your tech: The choice is yours among our pre-selected options, and we will provide what you need.
• Pension fund and Health Insurance fitting with your main working location: All full-time employees are eligible for the pension plan. We also offer health, dental, and vision for employees in the US, in compliance with the local market.
• Travel Insurance: We want you to be secure during your travels. Therefore, we offer every employee additional travel insurance.
• Sports budget: To boost your health and well-being, we offer a monthly allowance for your sports activity.
• Oliva - employee mental wellbeing benefit: To boost your well-being, we offer a benefit that helps you to respond to pivotal moments at work and beyond.
• Dog-friendly: Our main co-working partner Mindspace welcomes dogs, so you can also bring your best friend to the office.
• Enhanced days off for Family Sick Leave: We offer additional days in case your child gets sick.
• Additional days off: We don't work on the 24th & the 31st of December.
• Flexible working hours: You can adapt your work to your private life.

What colleagues say

“deepset is at the forefront of innovation, leading the charge empowering developers to build applications that use NLP as the interface to data. Haystack is currently used by thousands, and the reach is only going to accelerate as we grow! Culturally, the deepset team is bright, collaborative, and inclusive.”
(Stephanie, Senior Talent Acquisition Manager)

”What deepset is doing at the forefront of the AI/NLP space is incredibly exciting. AI is a busy field right now, and deepset truly stood out to me with its product, use cases, and strategic growth—I knew it was something I wanted to be a part of. My interest was only further confirmed after meeting the team. The culture is wonderful, and every individual I had the opportunity to meet was kind, genuine and passionate. I’m very excited to be joining deepset as the founding field marketer. I look forward to growing my knowledge of the space and helping businesses find value in integrating AI into their data repositories.”
(Jaagriti, Field Marketing Manager)