Executive Operations Coordinator

Who we are
Sponge Compliance is a leading provider of digital compliance training, helping organisations around the world protect their people, performance, and reputation. We design expertly crafted courses that go beyond tick-box learning — combining behavioural science, real-world scenarios, and impactful storytelling to drive meaningful change. Our compliance solutions cover critical topics such as anti-bribery, cybersecurity, data protection, diversity and inclusion, ESG, health and safety, and more. Trusted by some of the world’s most respected brands, we’re on a mission to raise the standard of compliance training — making it relevant, engaging, and effective for every learner

Job description
Are you the person who keeps things moving when priorities change by the minute? Do you enjoy connecting people, solving practical problems and turning busy plans into clear action? If so, you could be just who we’re looking for.
As our Executive Operations Coordinator, you’ll work closely with the CEO of Sponge Compliance, providing trusted executive support while helping the wider business run smoothly. From leadership meetings and international travel to financial administration, suppliers, projects and Berlin workplace activity, this is a varied role for someone who loves making things happen. You’ll be the link between teams, information and approvals — and the person who makes sure important actions don’t get lost.

Responsibilities

• Be the CEO’s trusted organisational partner: coordinate complex diaries, international travel, correspondence, briefings and meeting logistics.
•  Help leadership stay on track: prepare agendas, papers and presentations; record decisions; follow up actions and deadlines.
•  Coordinate business and project activity: maintain plans and trackers, connect teams, identify blockers and escalate issues to the right people.
•  Keep financial administration running accurately: manage purchase orders, invoices, expenses and supplier queries within agreed approval processes.
•  Support freelancers, contractors and suppliers with engagement paperwork, onboarding coordination, documentation and payments administration.
•  Connect Finance, People & Culture, IT and project teams, including practical employee-support administration for Berlin colleagues, with specialist people matters referred to the People team.
•  Help our Berlin workplace run smoothly: coordinate facilities, workplace changes, events, communications and agreed health, safety and sustainability activities.

Requirements

What we need
You’ll bring the organisational skill, judgement and people-first approach to support senior leadership while confidently balancing detail, deadlines and changing priorities.
Must haves:
•  Native-level German and English at C2 proficiency (spoken and written) — both are essential.
•  Experience providing executive support to a CEO or senior leaders, including complex diaries, travel and meeting coordination.
•  Strong organisation, prioritisation and follow-through, with the ability to manage multiple stakeholders and changing deadlines.
•  Confidence handling purchase orders, invoices, expenses, supplier administration or similar financial processes.
•  Excellent communication, discretion and sound judgement when working with sensitive or confidential information.
•  Based in Berlin and able to work regularly from our Berlin office as part of a hybrid arrangement.
Nice to have:
•  Experience coordinating projects or operational workstreams across international teams.
•  Exposure to contractor/freelancer administration or practical HR coordination.
•  Payroll and finance experience
•  Experience supporting office operations, workplace changes, company events or wellbeing and sustainability activities

Benefits

What we can offer you……
•  A competitive salary
•  Flexible working hours and the opportunity to work hybrid
•  Holiday buy back scheme
•  Pension Scheme
•  28 days holiday (excluding bank holidays)
•  Cycle to work scheme
•  Travel Benefit: €45 per month to use across travel options such as trains, the Deutschlandticket, bike hire, buses and scooters
Location   (Hybrid- Berlin)
This role is based in Berlin only. We work in a hybrid way, ideally with 2–3 days per week in our Berlin office and the remainder working from home. We also offer flexible hours to help you find a healthy work–life balance. Regular in-person collaboration is an important part of supporting the Compliance CEO and our Berlin colleagues.
Be you, with us!
At Sponge, we are all different. And that’s what makes us great! We hire talented people with different backgrounds, stories and perspectives not just because it’s the right thing to do, but because it makes us stronger.
We are actively working to increase diversity in our teams and management positions. Our ambition is to create an inclusive environment where we can all be ourselves together.
What’s next?
If this sounds like you, then you’re on your way to joining a forward-thinking industry leader and a team of like-minded, talented people. Simply send us your CV, and we’ll be in touch.
We can’t wait to hear from you!