Executive Assistant - Temp Until May 2026

Purpose & Overall Relevance for the Organisation:

Provide a high level of administrative support to the Senior Vice President Workplaces and his/her department to ensure efficient management and running of the function on a day-to-day level.

Key Responsibilities:

• Take charge of all kind of correspondence independently, to ensure timely and accurate response 
• Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
• Maintain and update department files, records, (organizational) charts, subscriptions and publications
• Receive and screen telephone calls, monitor mail entry and administer the department owned e-mail accounts
• Create announcements and newsletters
• Create presentations
• Schedule internal and external meetings/conferences
• Coordinate and execute all travel arrangements for team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
• Complete travel expense reports
• Handle the department cost-center on a global level, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
• Key contact point for information management (e.g. intranet), ensure content of the intranet is up to date
• Take over administrative and coordinative tasks of department members as requested
• Handle assigned operational tasks of respective department under supervision
• Check and correct problems in existing systems and processes that are not immediately evident
• Support team as well as management

• General tasks:

• Order office supplies
• Administration of the shopping platform incl. creation of shopping carts, placing orders, adding & maintaining materials and suppliers, control of orders, booking of incoming orders and preparation of invoice controlling. If necessary, internal & external requests for quotations
• Coordination and administration of investment requests and inventory numbers, checking invoices in collaboration with SSC
• Administration of investment request workflow
• Investment application (e.g. IT and communication support when applying for a new laptop, mobile phone, or Blackberry) and invoice re-booking
• Maintenance of master data for temporary employees (< 1 y.) and externals via the self-service tool
• Coordination and administration of video conferences.
• Maintain data systems as directed
• Supporting office setups and moves within HQ
• Maintain vacation overview for team
• Proof reading of documents/presentations
• Understands and provides information about standards and processes

Knowledge, Skills and Abilities:

• Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
• Very good command of German and English both written and spoken
• Very good communication skills
• High level of service orientation in dealing with internal and external stakeholders/customers
• Good understanding of numbers
• Good organizational skills
• First project management experience preferred
• Excellent SAP knowledge
• Excellent PC software skills
• Excellent knowledge on new media & applications

Requisite Education and Experience / Minimum Qualifications:

• 6 years of work experience
• Experienced in job and fully qualified/trained
• Combined theoretical and practical knowledge incl. company policies and practices
• Good knowledge in related job areas