Senior Administrative Assistant - Aka Central Europe - 20 Hours/Week

Purpose & Overall Relevance for the Organisation:

Ensure the administrative support of the supervisor and the department.

Key Responsibilities:

• Carrying out routine correspondence to ensure a timely and accurate response
• Format, enter and edit various materials such as correspondence, memos, minutes, reports and confidential documents
• Maintain and update files, records, organigrams and other graphics, subscriptions and publications
• Answer and scan phone calls, check incoming mail and manage the department's email account
• Support the team in creating announcements and newsletters
• Assistance in the creation/revision of presentations
• Planning internal and external meetings/conferences, including room bookings
• Organize, coordinate and handle all travel for the team's staff, including flight and hotel bookings, visa applications, vehicle reservations and airport pickup arrangements, and resolve the usual problems in this regard on schedule.
• Preparation of travel expense reports
• Maintain the department's cost centers, including regular monitoring of budgets, release of invoices to ensure correct accounting processes
• Most important contact person for information management (e.g. on the intranet), ensuring that the content of the intranet is up-to-date
• Participating in and coordination of projects and tasks relevant to business development
• Support and transmission of internal and external communication (partly confidential) during the entire project life cycle
• Execution of operational tasks under the supervision of the respective assigning department
• Support of the team and management
• General tasks:

• Order office supplies
• Administration of the purchasing platform with creation of shopping carts and orders. If required, request for quotations from internal and external suppliers. Creation and management of material and supplier data. Monitoring of purchase orders, goods-receipt entry and preparation for invoice verification.
• Coordination and administration of investment applications and asset numbers as well as invoice verification in coordination with the SSC.
• Administration of the Investment Request Workflow
• Requesting investments (e.g. IT and communication support when applying for new laptops, mobile phones or Blackberrys) and rebooking invoices
• Master data creation of temp. employees (< 1 year) and external employees in Self Service Tool
• Coordination & administration of video conferences
• Maintain the data system as instructed
• Support in setting up new offices and relocations within the HQ
• Maintenance of holiday planning for the team
• Proofreading of documents/presentations
• Understand, recognise and provide information on standards and procedures

Authorizations:

inagreement with line manager

Key Relationships:

• Lokal: Sports Marketing Team, Legal, Finance/Controlling, GTM, Brand Marketing, Omnichannel Activation, PR, Digital Marketing; MOPs
• Global: Global Sports Marketing, Senior Management; Legal
• External: Various partners, agencies, consultants and other stakeholders in the area of responsibility

Knowledge, Skills and Abilities:

• Advanced knowledge of Microsoft Office (especially Excel, PowerPoint, Word, Outlook)
• Very good knowledge of written and spoken German and English
• Good communication skills
• A high degree of service orientation in dealing with internal and external interest groups and customers
• Good project management knowledge and organisational skills
• A good understanding of numbers
• Good organizational skills
• Advanced SAP knowledge
• Advanced PC software knowledge
• Advanced knowledge of new media & applications

Requisite Education and Experience / Minimum Qualifications:

• 3 years of professional experience
• Experienced and fully qualified/trained
• Both theoretical and practical knowledge, including corporate policy and business practices
• Basic knowledge in related fields of work