Lead, Special Projects

Department: ActAI CEO Office

Location: Berlin

Employment Type: FullTime

About ActAI

There are over 5 billion users using basic applications today such email, notes, tasks, calendar and they're not AI-native. Our mission is to build proactive applications for anyone in the world, who are not used to complex prompting. We aim to bring intelligence to conversations, errands, organising and workflows, with minimal to no prompting.

Our product focuses on achieving high reliability for long-running workflows, persistent context, and real-world task completion. We believe products will greatly reduce hallucinations.

Our objective is to organise anyone's life, allowing us all to spend time on valuable and meaningful things.

About the Role

You will be responsible for building and running the operational infrastructure behind ActAI.

This includes setting up new offices and entities, implementing payroll and local operations, managing vendors, supporting recruiting operations, and ensuring the company can execute efficiently as it scales.

You will be responsible for operational execution across markets.

What You Will Be Doing

• Lead business operations across multiple countries.

• Manage and develop a team of Business Operations Partners.

• Oversee office setup, entity incorporation, and market launches.

• Oversee payroll implementation and local operational requirements.

• Manage external vendors and service providers.

• Support recruiting operations, recruiter onboarding, and hiring activities.

• Plan and execute company events, offsites, and operational logistics.

• Track key initiatives and ensure actions are completed on time.

• Improve processes where needed to increase speed and reliability.

What You Will Need

• Experience in business operations, strategic operations, founder's office, or similar roles.

• Experience managing projects involving multiple stakeholders.

• Strong organisational skills and attention to detail.

• Ability to manage multiple priorities and follow through on commitments.

• Comfortable working across recruiting, finance, legal, and administrative functions.

• Able to identify problems, make decisions, and drive execution independently.

• High ownership and willingness to take responsibility for outcomes.

How We Work

The best products in the world are built by small, highly capable teams.

We operate with high talent density, high ownership and high standards. We value people who can think independently, move quickly and solve problems without waiting for instructions.

This is a hands-on environment. Everyone is expected to contribute directly to the company's success.

Interview Process

If there appears to be a fit, we will schedule up to 3 interviews.

Applications are reviewed by members of our leadership and hiring teams. Interviews may be conducted virtually or onsite.

We value speed, transparency and decisiveness throughout the process.