Building scalable operations across Berlin and San Francisco.

Situation

At Inkitt, my role extended significantly beyond traditional executive support. While supporting four C-level executives, I also took responsibility for leadership events, international office operations and a broad range of HR processes across a fast-growing organisation.

The challenge was to create enough structure and operational reliability for the company to function effectively without requiring dedicated on-site ownership for every area.

Leadership & event operations

I planned and delivered leadership and company offsites for groups of up to 100 people across Berlin and San Francisco.

• End-to-end event planning
• Venue and supplier coordination
• Budgets and commercial negotiations
• Accommodation and travel
• Agendas and leadership requirements
• Last-minute operational changes
• In-person and remote execution

Distributed office operations

I managed office operations across Berlin and San Francisco, including doing so remotely. Rather than relying on constant physical office-management presence, I introduced practical systems that allowed the locations to operate more independently.

• Remote delivery-management processes
• Stock-ordering and inventory-monitoring systems
• Improved supplier coordination
• Remote postal-service solutions
• Systems for managing equipment, supplies and storage

HR operations

In parallel, I operated as an HR generalist across several employee-lifecycle processes.

• Coordinated technical interview processes
• Scheduled candidates and interview panels
• Onboarded and offboarded employees
• Prepared employment contracts and contractual amendments
• Supported ongoing employee administration

Impact

The value was not simply doing more work. It was creating systems, processes and operating structures that allowed a growing organisation to function effectively with a leaner support model.

• Supported four C-level executives while simultaneously owning operational and HR responsibilities
• Delivered international offsites for up to 100 participants
• Managed operations across two international office locations
• Introduced remote operating systems that reduced the need for permanent on-site office-management coverage
• Combined Executive Support, Office Operations and HR coordination within one role