Special Projects Manager

About voize

At voize, our mission is to give frontline workers more of the most precious resource: time. Time to care, connect, and fully engage with people rather than being bogged down by administrative tasks and complicated systems. We focus on creating AI companions that streamline digital workflows, enhancing human effectiveness instead of replacing it. With $50 million in Series A funding led by Balderton Capital and backing from HV Capital, Y Combinator, and other prominent investors, our tools support over 200,000 users across more than 2,000 facilities.

Your Mission

As a Special Projects Manager within the CEO Office, you will lead critical projects end-to-end, ensuring the timely and smooth launch of new platforms and seamless customer transitions without any surprises. You’ll maintain the comprehensive project plan and coordinate across all teams, working closely with the founders. After successfully steering one project, you will take ownership of the next strategic initiative.

Key Responsibilities

• Manage the project operating system, including the central hub, task tracking, open questions log, weekly synchronization meetings, and Friday progress updates to ensure team alignment.
• Maintain an integrated project plan covering product development, deployment, customer rollouts, pilot programs, commercial strategies, communications, enablement, legal, and privacy compliance.
• Facilitate timely decision-making by converting outstanding questions into concise decision briefs, securing approvals from appropriate stakeholders, and proactively escalating risks with clear mitigation options.
• Prepare Sales, Customer Success, Support, Training, and Solution Engineering teams for launch readiness through playbooks, briefings, and detailed runbooks.
• Coordinate pilot customers and advisors in collaboration with company founders; from 2027 onwards, manage facility rollouts independently to ensure smooth launches without founder involvement.

Candidate Profile

• Minimum of 3 years managing complex, multi-stakeholder software projects, ideally within highly demanding environments such as top-tier consulting firms, PMO, or business operations roles in scaling startups.
• Proven experience owning cross-functional projects from inception to completion.
• Strong analytical and written communication skills, capable of transforming ambiguity into clear plans, executive summaries, and updates—leveraging AI tools daily.
• Skilled at leading senior stakeholders—including founders, engineers, and customer decision makers—to timely decisions without formal authority, with sound judgment on escalations.
• Action-oriented with humility and discretion; willing to undertake less visible tasks and adept at managing confidential information sensitively.
• Fluency in German and English at C1 level or higher, based in Berlin with availability 3-4 days per week onsite, and readiness to travel to customer sites across Germany.

What voize Offers

• Join a rapidly growing startup where your contributions have significant impact on improving frontline workers’ daily lives.
• Engage in a collaborative and open culture with frequent team events, accessible whether working remotely or in our Berlin office.
• Equity options, allowing you to share in the company’s success.
• Attractive benefits package including 30 vacation days plus your birthday off, Germany Transport Ticket, Urban Sports Club membership, regular company retreats, access to learning platforms like Blinkist and Audible, and complimentary language courses.
• Flexible working hours with an emphasis on supporting your optimal productivity, alongside a well-established hybrid work arrangement.