Office Assistant

The Office Assistant is the friendly face and first point of contact for NabuMinds OÜ employees, greeting guests and visitors with warmth and professionalism. The role keeps the day-to-day life of the office running smoothly – looking after the general order and comfort of the premises, tracking office supplies, and filling in standard office documentation. You’ll also support internal communication across teams and help organize meetings and company events, making sure colleagues and visitors always feel welcome and taken care of.

In this position you will have an opportunity to:

• Solve day-to-day office issues and look after the general order, cleanliness, and comfort of the premises

• Monitor office supply levels (stationery, kitchen, and hygiene items) and order refills in a timely manner

• Fill in and maintain standard office documentation, forms, and records

• Manage and update internal databases, ensuring accurate and timely data entry

• Prepare meeting rooms for use, including basic setup of equipment, materials, and refreshments

• Support the organization of internal meetings, trainings, and company events

• Receive, sort, and distribute incoming mail, packages, and deliveries

• Share relevant office and facility updates with employees to support smooth internal communication

• Liaise with external service providers (cleaning, maintenance, suppliers) on routine matters

• Provide general administrative support to the teams as needed

To be successful in this role, you need to have:

• Vocational or higher education in Business Administration, Hospitality, or a related field, and/or at least one year of experience in a similar role

• Fluency in Estonian and English, both spoken and written

• Practical skills in MS Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Calendar)

• Experience with database management and accurate data entry into company systems

• Good organizational skills and the ability to juggle several small tasks at once

• Comfortable using internal communication channels (e.g., Slack, e-mail) to keep colleagues informed

• A genuine willingness to help people and create a pleasant atmosphere in the office

• Confident, everyday use of standard office hardware (printers, scanners/copiers, and other office equipment)

• Basic understanding of office administration and documentation practices

• A genuine willingness to help people and create a pleasant atmosphere in the office

We will show our gratitude by:

• Offering working tools of employees´ own choice - we make sure everyone feels comfortable in the office and has all the necessary tools

• Creating an exciting international English-speaking environment

• Working in a modern office in Ülemiste City

• Organizing different company and team events

• Offering extra sports compensation via Stebby + private health insurance

• Offering Corporate III Pillar Pension contribution program

• Creating an opportunity to learn and develop

• Offering a competitive salary based on experience and a benefits package

Sounds great but what do we do?
We are a growing company focused on the use of data to benefit e-commerce operations. Our Data Scientists provide decision-making assistance and models to improve operational efficiency and customer experience. The Analytics team provides insights on specific topics. Our Business Intelligence team makes information accessible. Together with the right technology we deliver the foundation for highly automated and effective CRM solutions.

Learn more about NabuMinds: https://nabuminds.com

As we strive to achieve our mission we reaffirm our commitment to Diversity, Equity, and Inclusion (DEI). We are proud to employ people of all backgrounds who possess the talent, energy, and focus to accelerate our vision forward and to tell our story. Each employee is encouraged to bring their whole self to work, knowing that NabuMinds values individuality as much as we value collaboration.