Management Support Specialist

at  SAP

WE HELP THE WORLD RUN BETTER

At SAP, we enable you to bring out your best. Our company culture is focused on collaboration and a shared passion to help the world run better. How? We focus every day on building the foundation for tomorrow and creating a workplace that embraces differences, values flexibility, and is aligned to our purpose-driven and future-focused work. We offer a highly collaborative, caring team environment with a strong focus on learning and development, recognition for your individual contributions, and a variety of benefit options for you to choose from.

EXPERIENCE & EDUCATIONAL REQUIREMENTS

Experience & Language Requirements

• 3 to 5 years of experience as secretary or comparable experience
• Education: apprenticeship as secretary or commercial qualification or comparable experience
• Demonstrated proficiency with MS Office Tools
• Experience with SAP internal Tools like Corporate Portal, ISP, CSN
• English: Level 3: Fluent
• Language of the manager/team: Level 3: Fluent French and Dutch

KEY RESPONSIBILITIES & TASKS

The Management Support Specialist is responsible for the operation of daily office functions and duties, including active and autonomous administrative support to the manager. May perform and / or administer some special projects in collaboration with various staff and departments.

This includes:

• Managing diary/calendar and e-mails for the Managers on their behalf, potentially also including calls and voicemails
• Monitoring actions and manage reminders
• Managing internal and potentially external correspondence
• Arranging meetings for Managers including co-ordination of Team Meetings and larger external events
• Co-ordination of travel arrangements, including organizational preparation and follow up like booking of travel expenses
• Booking meeting rooms / venues for the team
• Managing Workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, Inventory etc.
• Perform and monitor purchase activities (e.g. office material, business cards, 3rd Party purchasing), including master data creation and administration, creation of shopping carts, reporting and tracking on purchase orders Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
• Preparation and follow up of meetings including taking meeting minutes
• Manage shared drives and communities
• Admin support for new starters into the team to include ordering of equipment and monitoring induction
• Central contact and all other ad-hoc support as needed by Manager and his/her team.
• Resolving issues with some complexity with limited guidance
• Developing collaborative work relationships within own team and cross-functional, including representation of team towards senior management
• Supporting internal projects, including decision taking within clearly defined framework of departmental guidelines and practices
• Supporting knowledge sharing within the team and prepares decision taking
• Community Building & Best Practice Sharing between different offices
• Proactive and able to identify and solve problems
• Managing controlling and reporting activities on behalf of manager, e.g. creation, staffing and reporting on internal orders, reporting on cost centers and profit centers, creation and maintenance of C-Users
• Monitoring budget
• In connection with the EMEA Bid Office team, set invitations for the needed Services EMEA Bid Councils, attend these, write / send-out the minutes
• Follow-up on the approval conditions and ensure proper treacking
• Manage fast lane EMEA Bid Councils approvals by eMails
• Keep a records of bid councils run and manage the EMEA Bid council mailbox

Core tasks include:

• Provides secretarial duties across all areas of the business from general department to top management PA support
• Maintains up-to-date filing and reference systems, assists in accounting and reporting activities
• Screens incoming calls and maintains diaries
• Arranges business travel, supports agenda management and expense tracking
• Manages correspondence and prepares documentation
• Coordinates programs and events for the department as a whole
• May Collaborate with various staff and departments to administratively support various projects
• Plans & organizes Services EMEA Bid Council