Commercial Management / COO (all genders), 80%

Reflecta democratizes access to networks, knowledge, and funding. Since 2010, we have been bringing together people who want to make society future-proof: initially with offline formats, and since 2019 digitally. Today, Reflecta is a learning ecosystem with a community of over 10,000 future shapers. Its latest chapter is the Fördermittelkompass (Funding Compass), the largest structured funding database in the German-speaking world, used on a subscription basis by organizations from civil society, welfare, municipalities, and businesses, as well as state institutions and foundations through their own portals.

Behind the ecosystem is a non-profit GmbH with a team of seven people, remote-first and growing. With growth, we share leadership into clear departments: Our founder Daniela Mahr is responsible for the overall vision, partnerships, and external representation of Reflecta, and co-founder and CTO Simon Franzen is responsible for technical development. We are looking for a second managing director who will take on operational and commercial responsibility: finances, team rhythm, and ongoing projects.

You will start as COO with the clear goal of being appointed as the second managing director.

Responsibilities

Overseeing Finances: Budget, liquidity planning, controlling. You will manage the collaboration with our tax advisor (annual financial statements, non-profit status) and be responsible for billing our funding projects to public and private funders. Preliminary accounting is lean and increasingly automated; you will be responsible for it, further improve it, and decide whether and when a supporting office role will be added.

Leading the Team: We work in two-week sprints. You will manage planning, review, and task distribution across all ongoing projects and conduct performance reviews; we will decide on new hires for the team together. You are the person where all threads come together, and you will further develop our work format.

Managing Projects: We operate several platform projects in parallel (Funding Compass, partner portals, funded programs, Reflecta Network). We set strategic priorities together; within this framework, you will keep an eye on timelines, capacities, and commitments and decide what has priority and when. Technical development is led by our co-founder and CTO Simon, and the product vision lies with Daniela.

Monitoring Administration and Legal: Contracts, deadlines, registration obligations, as well as a manageable portfolio of insurance policies. Much of this is digitized; you will bear responsibility and decide what you do yourself, delegate, or further automate.

Working from Berlin, Remote First: Your regular place of work is in Germany; for central appointments, you will be regularly available in Berlin and, like all of us, will primarily work remotely. Our office in Berlin-Mitte is open to you. You will also be on the road for industry and network events for Reflecta. If you enjoy visibility, on panels, stages, or within the network of our sector, there is room for that. We will develop how we share external impact together.

Qualifications

• Several years of experience in commercial management, executive management, or as COO, ideally in a non-profit organization, a social enterprise, or a small digital company.
• You have proven experience in leading teams, ideally remotely or hybrid: You are familiar with distributed work from practice, communicate clearly asynchronously and in writing, and document decisions in a way that is understandable without a meeting. People enjoy working with you and also tell you uncomfortable truths.
• You work confidently daily with digital tools (project management, knowledge base, team chat, cloud-based documents) and quickly get acquainted with new tools. AI-supported processes are part of our daily routine: we automate a lot and expect curiosity, not perfection.
• You understand numbers: budgets, liquidity. You can confidently read DATEV reports.
• You are familiar with funding: grants, fund disbursement, proof of use, the logic of public and private funders. You don't have to know every program, but you know how funding works and what non-profit status means in practice.
• You make decisions within your area of responsibility and actively seek information and sparring for open questions. In case of uncertainty, you clarify the basis for the decision, make a proposal, and involve the right people instead of letting issues linger.
• You are hands-on and flexible: You are willing to tackle operational tasks yourself while simultaneously building processes that simplify recurring work or make it delegable. You also upload receipts yourself, jump in where needed, and simultaneously build the processes that gradually make that unnecessary.
• You communicate very confidently in German, both in writing and orally, as funding accounting, contracts, authority communication, and team leadership are predominantly conducted in German.
• You work well in a remote-first team, communicate clearly across distances, and reliably hold together collaboration, priorities, and decisions even when individual leaders are frequently traveling.

This role is not suitable if

• you are looking for a pure finance role. Half of this role is leadership and management of people and projects.
• you are looking for a pure leadership role. The other half involves numbers, billing, and administrative responsibility.
• you expect complete autonomy. We work with clear rules of procedure: you decide many things alone, and fundamental questions are decided together.
• you need corporate structures. We have no secretarial staff and no specialized departments, but lean digital processes and a high degree of personal responsibility.
• you only know leadership in person and would still need to learn how to manage through digital tools and asynchronous communication. Remote work is not the exception for us, but the normal operation.
• you do not live in Berlin or its surrounding area and do not plan to move there at the start.

Benefits

• A real leadership role with a clear perspective on management and full operational and commercial responsibility from day one.
• The role starts at 80% (approx. 32 hours per week). Part-time leadership responsibility is intentional for us, not a compromise. An increase in scope is possible as the role and funding grow.
• Salary: 4,160 to 4,960 Euros gross for 80%, depending on experience. This corresponds to 5,200 to 6,200 Euros on a full-time basis.
• Permanent employment.
• 30 days of vacation for full-time, pro-rata for part-time.
• Flexible start between November 1, 2026, and January 1, 2027; you should be available by January 1, 2027, at the latest.
• Scope for development in an organization that is growing and evolving its structures. You will help build rather than manage.
• Remote first, flexible hours. The office in Berlin-Mitte is open to you.
• A small, experienced team with short communication lines and a product with growing, recurring revenue.

No classic cover letter needed: Upload your CV and answer the four short questions directly here in the form, including one about your motivation. Application deadline: September 30, 2026. We review applications continuously and conduct initial interviews even before the application deadline. All applications and interviews are treated confidentially.