Management Assistant

Hot or Cool Institute is a non-profit, public-interest organisation using science to support policy and advocate action commensurate with the magnitude scale and urgency of the unsustainability crises. Our mission is to equip organisations, policymakers, and communities with the evidence to inform bold action and tools to take radical and responsible actions towards fair and environmentally safe societies.  We are guided by three core values:

  • A society operating within ecological limits
  • Fairness and justice, and
  • Progress that is guided by Well-being for all.

We are looking for a Management Assistant who will perform a variety of administrative tasks and support the organisation’s Managing Director. They will be part of building the operational infrastructure of a dynamic work environment, while overseeing and managing the information flow among management.

Due to the nature of the tasks in this role, the ideal candidate has exemplary time management skills and the ability to identify operational needs. Crucial to the role is the ability to handle highly sensitive and confidential financial, legal, personnel and institutional information.

Tasks and responsibilities

The Management Assistant will work closely with management, report directly to the Managing Director with the following roles:

  • Act as the point of contact, and manage information flow within the organisation and between the managing director and external partners, in a timely and accurate manner
  • Manage the Managing Director’s schedule and engagements
  • Coordinate with staff and partners to prepare presentations, reports, and organise public engagements
  • Keep the Managing Director advised on time-sensitive and priority issues, ensuring up-to-date follow-up
  • Support HR management, following up on and take part in the creation of operational policies and procedures
  • Other additional and/or alternative duties as assigned, which may include supporting other management staff as needed


  • A minimum of two years previous working experience as Executive Assistant, Office Manager, or similar role
  • Outstanding organisational and time management skills
  • Excellent verbal and written communication skills in both German and English
  • Excellent Microsoft Office knowledge
  • Discretion and confidentiality

Desirable skills and competences

The ideal candidate associates with one or more of the following competences:

  • Detail-oriented and self-starter
  • Ability to make decisions based on careful observations of a situation and priority assessment
  • Comfortable with communication among high-level executives and stakeholders
  • Working well in team with capacity to cultivate a productive work environment
  • Resourcefulness

This role can be negotiated to include other functions for more qualified candidates.

Employment conditions

Are you ready to join a team working together to ensure a sustainable future for people and the planet?

At Hot or Cool, we strive to be the workplace of the future and offer a sustainable and regenerative work environment. Applicants can indicate the type of flexibility in working arrangements needed to optimise their productivity and well-being.

This position can be determined depending on the successful candidate’s preference and a range from 20 to 40 working hours per week.

Applicants must be based in Germany, with the ability to work from Hot or Cool’s Berlin office.

Monthly remuneration (Full-Time Equivalent): salary range of 3,000 – 4,000 EUR. The actual remuneration will be based on the level of experience of the successful candidate.

Equal opportunity employment

Hot or Cool works towards equal employment opportunities. We acknowledge our own privilege, bias and internalised discriminatory attitudes. We strive to eliminate workplace discrimination based on race, class, gender, sex, sexual orientation, age, national origin, religion, or ability status. We are learning to be courageous, to acknowledge our shortcomings and grow from constructive feedback and self-reflection. All applications are welcome.


Applications (in English) should be sent to in one single pdf that must include:

  • CV, with names and contact details of 2 references
  • Cover letter demonstrating interest and qualifications for this position
  • Indicate desired weekly working hours and desired start date
  • If available, please include Example(s) of previous work

The application deadline is October 8, 2023, or for as long as the posting is live. Interested candidates are advised to apply as soon as possible. The start date is as soon as possible.

The recruitment process will be as follows: screening for technical qualification; interview for shortlisting; final interview.

Only applicants that go through the initial screening will be contacted.

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