Business Administration Specialist

At Novasign, we're building the future of bioprocessing! Backed by the growing customer base, we're scaling fast to accelerate the development of life-saving therapies, highly specific enzymes and sustainable foods. Our platform, Novasign Studio, powers scientific breakthroughs by combining intelligent hybrid models, automation, and modern software architecture. If you want to shape real-world impact through cutting-edge tech, this is the team to join. We are searching for 10 new employees in the next 4 months, and we need your support!

As our Business Administration Specialist, you will be the backbone of Novasign's daily operations, ensuring our leadership team can focus on driving scientific and business breakthroughs. In this pivotal role, you'll work closely with the CEO and management team to keep the company running smoothly, efficiently, and with precision. From orchestrating schedules and handling key communications, to coordinating with international partners and preparing high-level briefs, you'll be at the center of decision-making and execution.

This is a role for someone who thrives in dynamic environments, loves bringing order to complexity, and finds fulfillment in making things run seamlessly behind the scenes. Your work will directly support Novasign's mission to accelerate the development of life-saving therapies, sustainable foods, and innovative biotechnologies, making your contribution both highly visible and deeply meaningful.

Key Responsibilities

• Manage 4 company key member calendars, appointments, meeting logistics, and travel arrangements
• Travel and Expenses Handling of Key Members
• Event organization (2-3 per year)
• Key entry point for incoming requests via phone or email
• Maintain clear and structured internal documentation
• Coordinate with external partners, Board administrators, and cross-border stakeholders
• Draft briefs, decks, summaries, follow-up notes for senior-level meetings.
• Handle invoices and controlling tasks.
• Manage and control the usage of specific meeting rooms.

• Highly proficient in both written and verbal English and German
• Minimum of 3 years related working experience.
• Organizational Talent
• Calm, well-composed personality with natural attention to detail
• Proficient in MS Office tools / AI Tools
• Able to handle high pressure, short timelines, and shifting priorities gracefully
• Detail-oriented, reliable, and naturally curious.
• Independent and self-motivated.

Preferred Qualifications

• Expertise in Invoicing and Accounting
• Basic Photoshop/Canva and Illustrator skills

• Innovation Culture: We are an international team. We value new ideas, open discussions, and constructive criticism. Your voice shapes our technological direction
• Professional Growth: Continuous learning opportunities and career development in cutting-edge software
• Meaningful Impact: Work on software that accelerates life-saving therapies, enzyme manufacturing and sustainable food production
• Flexible Environment: Hybrid work options with diverse, inclusive team collaboration
• Competitive Package: We offer an attractive salary above industry standards, complemented by comprehensive benefits, including a free food allowance. In accordance with the IT collective agreement (minimum AT - Regelstufe), the minimum full time gross annual salary for this position is €42,882; however, your actual compensation will reflect your skills, experience, and impact.
• 25-40h per week

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