Founder Support & Office Manager (m/f/d)

Location:  Vienna, Austria

Type: In-person. Full-Time

Directly reporting: Muris Kavlak, Gökhan Sevilmis and Harald Haas

Your Mission

As the Founder Support & Office Manager (m/f/d), you are a trusted strategic partner responsible for maximizing their effectiveness and impact. Your primary mission is to serve as a force multiplier, proactively managing their professional lives to reduce their time demands and cognitive load. Your work centers around a guiding question: "What can I do to relieve the workload of the co-founders and enable them to focus on strategic priorities?" You will be the central nervous system of the leadership team, ensuring seamless execution and strategic alignment in a dynamic, fast-paced environment.

What You’ll Do

Executive & Strategic Support (70%)

  • Proactive Workload & Priority Management: While founders manage their own day-to-day calendars, you maintain a comprehensive, forward-looking overview of all commitments. Your role is to anticipate needs, ensure alignment, and prevent conflicts. This includes preparing thoughtful meeting materials, coordinating national and international travel, and identifying opportunities to optimize their time and energy.

  • Communication Gateway: Act as the main point of contact for general inquiries to the company that are not addressed to a specific individual. You will screen, prioritize, and where appropriate, independently handle incoming requests and correspondence helping protect the founders’ focus and reduce unnecessary interruptions.

  • Follow-Up: You ensure that action items from meetings and communications don’t fall through the cracks. You follow up consistently and reliably, tracking progress and gently following-up when needed.

  • Meeting & Decision Support:  Beyond preparing agendas, you consider the intended outcomes of meetings and anticipate key questions and information needs.  You attend key meetings, document decisions and action items, and support follow-through in collaboration with relevant stakeholders.

  • Process Ownership & Optimization: Take the lead on recurring administrative and operational processes. You will create, document, and continuously improve clear "Playbooks" for all key tasks (e.g., travel booking, event coordination) to ensure consistency, clarity and scalability, minimizing the need for founder involvement once processes are in place.

Event Coordination (15%)

  • Event Coordination: Support the organization of our participation in industry conferences, workshops, and client events coordinating vendors, preparing materials, and ensuring all touchpoints reflect positively on the founders and the happtiq brand. 

Office & Team Operations (15%)

  • Office Management: Ensure the smooth and efficient operation of our Vienna office. This includes managing supplies and vendor relationships with a focus on cost-efficiency and quality.

  • Onboarding, Offboarding & Team Support: Assist in creating a warm and efficient onboarding and offboarding experience for team members, ensuring all administrative aspects are handled smoothly. You will be a central point of contact helping cultivate a positive and productive atmosphere.

What You Bring

  • You have at least Proven Experience: 2+ years of experience in a similar role as an Executive Assistant or in a similar role supporting senior leadership, ideally within a fast-paced dynamic IT tech or consulting environment.

  • Professional Communication & Discretion: Excellent German and English skills (written and spoken) are non-negotiable. You interact confidently with internal teams, clients, and partners, and handle sensitive information with the utmost discretion.

  • You take ownership of your work and think ahead. Instead of waiting for instructions, you anticipate needs, ask thoughtful questions, and suggest practical solutions. You think critically about requests and deliver with purpose.  

  • You’re often one step ahead. You understand what’s needed before it’s asked and support the founders and the team with a calm, can-do attitude that’s paired with thoughtful foresight.

  • You’re highly organized and reliable. You manage multiple priorities with care, follow through on commitments, and bring clarity and structure to fast-moving environments.

  • You keep a strong in-office presence and value direct, in-person collaboration. While occasional home office days can be arranged with prior coordination, this role depends on daily accessibility and hands-on support.

Why Join happtiq?

  • Innovative Culture: Work with the latest technologies in a team that thrives on creativity and automation. 

  • Work-Life Balance: Flexible hours, remote work options, and a strong focus on your well-being.

  • Growth Opportunities: We invest in continuous learning through training, certifications, and professional development.

  • Dynamic Team Spirit: From team events to “workations”, we foster a culture of connection and collaboration.

  • Awesome Perks:

    • Annual Wiener Linien ticket.

    • Fully stocked kitchen with snacks and drinks.

    • Gaming corner with a PS5 and 75″ TV.

    • MyClubs Vouchers

    • Option to lease bicycles or e-bikes through JobRad

  • Open communication culture: Ideas and feedback are always welcome, whether they’re about tools, projects, or team improvements.

  • We offer a competitive starting salary of €45,000 per year, with opportunities for negotiation depending on your expertise and career accomplishments.

At happtiq, we’re a close-knit team of over 20 enthusiasts who believe in doing things differently. We celebrate diversity and are committed to creating an inclusive environment where everyone feels valued and empowered to thrive. We welcome applicants from all backgrounds, experiences, and perspectives to join us in shaping the future of cloud innovation.

Ready to Build the Future with Us? We can’t wait to hear from you! 

Check us out on LinkedIn or Instagram for a glimpse into our world.