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Administrative Assistant

Job Description

Job: Administration
Primary Location: Germany-Baden-Württemberg-Denzlingen-Germany-Emmendingen
Schedule: Full-time
Requisition ID: 201042

Description

Provides support to the General Manager:

    • Schedule and organize meetings, appointments, travels and maintain calendar up to date;
    • Provide support in preparing presentations and various meetings;
    • Expenses reports processing;
    • Various filing and updates.
  • Prepare any needed files supporting the on-going relationship while attending meetings with customers and third outside servicing parties
  • Complete expenses reports in due time
  • Lead the preparation and full organization of any periodical meeting that involved the Executive and Directors teams
  • participate to weekly management meetings and any other meeting on request and provide minutes that involved the Executive and Directors teams
  • Create presentations, letters, and reports as requested
  • Drive on demand specific projects or in-depth deliverables
  • Manage facility related projects as required: activities including, but not limited to, internal facility reconfigurations, furniture and fixtures, office equipment, machinery installation and/or removal Support the organization of onsite and offsite group events and meetings
  • Ensure consistent interactions with Third parties to maintain the office in the best conditions (Landlord, various Cleaning services, neighbors, etc…)   
  • As required, manage invoices, purchase orders and contracts
  • Act as a potential backup for support activities
  • Collaborate, develop and maintain effective business relationships and communications with third party vendors, internal teams, and EUHQ facility contact to ensure global guidelines and best practices are leveraged consistently

Qualifications

  • Minimum of 5 plus years’ experience of wide support provided to Executive level staff in an international, fast paced and changing environment, Bachelor Degree preferred
  • Solid computer skills in a Microsoft Windows environment. Must include Word, Excel, PowerPoint and Outlook.
  • Strong ability to organize and prioritize tasks
  • Familiarity with accounting principles
  • Self-starter, proactive, detail and deadline oriented
  • Strong ability to organize and prioritize tasks with minimal guidance in a professional manner
  • Excellent communication and documentation skills in German and English
  • A dependable team player with business maturity, enthusiasm and a positive attitude
  • Maintain high work ethic and confidentiality