Office Manager / PA to Operating Partner

Overview

As our Office Manager / PA to Operating Partner, you’ll be the heartbeat of our new office and the trusted enabler for Ola, one of our partners who leads day‑to‑day operations. Our venture capital firm is small, ambitious and people‑focused; you’ll combine a warm welcome at the front door with professional hands‑on administrative support behind the scenes. You’ll manage everything from organising the office, tools and travel to HR admin and onboarding, always keeping an eye out for how to make our team’s experience better. Some days will be deep in spreadsheets or expense reports; others will involve arranging travel, planning team lunches or making sure our guests feel at home. Throughout, you’ll be trusted to spot issues before anyone else, fix them independently and keep us moving forward.

Responsibilities

• Own the office operations. Be our go‑to person for everything office related – from welcoming guests and handling mail to managing conference rooms and tech. Nurture our plants, organise snacks and catering and take pride in keeping our workspace tidy, stocked and inviting. Maintain the coffee machine, water dispenser and printer as well as coordinating with vendors and building management as part of your daily groove.
• Handle preparatory accounting and payments. Work closely with our finance team to collect and organise invoices, receipts, bank statements and expense documentation. Prepare payment runs and ensure vendors and team expenses are recorded accurately. Use Candis and Pleo across our locations to track and categorise expenses and ensure receipts are uploaded into accounting.
• Be the Operating Partner’s trusted organiser. Manage the Operating Partner’s calendar, schedule (team) meetings and travel. Coordinate materials and support organisationally, handle communications, and ensure nothing slips through the cracks. Discretion is critical; you’ll handle sensitive information with care.
• Support HR operations. Take ownership of HR admin across the firm. Assist with recruitment and onboarding—post job ads, screen applications and organise interviews. Ensure the pre‑boarding process runs smoothly and conduct new‑hire orientation, handling logistics such as setting up laptops, providing tool access and email accounts.
• Manage tools & contracts. Own software subscriptions and service agreements. Track renewals and negotiate pricing, evaluate new tools and manage user access.
• Go the extra mile. Fix what’s broken (or boring). Suggest improvements and make them happen. Help ensure our office culture remains warm, inclusive and efficient.

About you

• Biased for action – You enjoy making things happen and seeing a well‑run office. You don’t wait for instructions – you anticipate needs and act.
• Dependable and organised – You’re known for your reliability and your knack for tracking multiple tasks, timelines and keeping systems neat.
• People‑savvy and discreet – You’re warm and professional. You handle sensitive information with absolute discretion.
• Quick on your feet – You don’t get stuck, you figure it out.
• Detail‑oriented – You care about accuracy and have experience with filing and accounting. You double‑check your work and keep everything organised.
• Independent yet collaborative – You can own projects end to end but you also thrive in a small, collaborative team where everyone pitches in.
• Flexible and open to change – You understand that we operate in a fast paced environment with multiple stakeholders and things change constantly.

Qualifications

We don’t require a specific degree; what matters is your experience and your mindset. A few years in office management or executive assistance in a fast‑paced environment will help you excel. Experience in startups, investment firms or professional services is a plus. Key qualifications include:

• Proven experience managing office, calendars and travel.
• Experience supporting an international group of companies admin and accounting-wise; ability to work accurately and efficiently.
• Strong organisational and time‑management skills; ability to prioritise multiple tasks effectively.
• Tech‑savvy and embracing AI in day to day tasks.
• Excellent written and verbal communication skills (German and English) and a service‑oriented attitude.
• High attention to detail and respect for confidentiality.
• A proactive, resourceful mindset and desire to take ownership of your work.

About us

Point Nine is an early-stage venture capital firm focused on SaaS, AI, and B2B marketplaces. Rooted in Europe but investing globally, we partner with around 10‑15 new companies each year. To date, we’ve invested in 180+ startups, including Algolia, Attio, Contentful, Delivery Hero, Docplanner, Factorial, incident.io, Loom, Poolside, Preply, Revolut, Typeform, Zendesk, and many other amazing companies that make up the P9 Family.