Office Operations & Recruiting Coordinator

Lightium AG seeks an Office Operations & Recruiting Coordinator in Schlieren to manage hiring, executive support, and office logistics in a fast-paced startup environment.

This position serves as a central operational hub for Lightium AG, focusing on the execution of hiring processes, company events, and daily team activities. The role is responsible for owning and improving the workflows that support recruitment, onboarding, and general office administration, ensuring smooth operations as the company scales.

Responsibilities

• Manage the full lifecycle of the applicant tracking system, including job postings, pipeline maintenance, and coordination with hiring managers.
• Coordinate interview scheduling, candidate communications, and timeline planning with department leads.
• Handle logistics for international candidates, including travel arrangements and work permit applications in collaboration with legal counsel.
• Oversee the onboarding process to ensure new employees have necessary equipment, access rights, and a structured first day.
• Maintain and refine written procedures for the employee journey and HR data management using Factorial.
• Provide executive assistance by managing calendars, triaging emails, drafting responses, and organizing meetings for leadership.
• Plan and execute company events such as monthly town halls, quarterly gatherings, and annual retreats, including budgeting and venue selection.
• Maintain the conference and tradeshow calendar, handling hotel bookings and deadline tracking.
• Support external guest logistics for investors, customers, and partners.
• Manage vendor relationships for cleaning, IT, and facilities, ensuring the office remains functional and well-stocked.
• Improve office guidelines to create a positive and efficient workspace for the team.

Requirements

• 3–5+ years of experience in office management, executive assistance, or recruiting coordination.
• Fluent proficiency in English.
• Strong organizational skills with a proactive approach to anticipating needs and maintaining attention to detail.
• Ability to thrive in a fast-paced environment where processes are still evolving.
• Discretion in handling sensitive data, including contracts, immigration matters, and candidate information.
• Comfort using Applicant Tracking Systems, Microsoft 365, calendar tools, and travel booking platforms.

Nice to have

• Experience working in a fast-growing startup or scale-up company.
• Familiarity with AI tools, specifically Claude.
• German language skills, which are highly beneficial for local administrative and immigration tasks.

What the company offers

• A high-autonomy role with significant impact and visibility from the start.
• Competitive compensation package including an employee stock option plan (ESOP).
• Full coverage of Pillar Two pension contributions.
• Generous vacation allowance.
• Opportunity to work closely with founders and help shape the company's scaling process.

About the company

Lightium AG is developing next-generation photonic integrated circuits to enhance the speed and efficiency of AI infrastructure. The company fosters a collaborative, result-driven culture where proactiveness and strong organization are valued. The team is motivated and energetic, viewing processes as living drafts that can be continuously improved.

• Focus on building advanced photonic technology for AI infrastructure.
• Culture of proactiveness and continuous process improvement.
• Collaborative and result-oriented work environment.
• Energetic and motivated team dynamics.