Overview :
Main Purpose:
To provide comprehensive and high-quality administrative support to the HR Director and representative support to the Executive Assistant, as well as support to the Leadership Team in DACH.
Responsibilities:

General assistance tasks / assistant activities

• Processing incoming and outgoing mail
• Independent handling of general correspondence in German and English
• Creation and preparation of documents and presentations
• Drafting, approving and following up official business correspondence and contracts

Travel mangement

• Cost-optimized planning and booking of business trips, use of the online tool
• Creation of travel expense reports

Meeting management

• Calendar management
• Planning, coordination and preparation of meetings and events

Contact and information management

• Procurement and consolidation of information from various sources
• Stakeholder management by processing inquiries and providing information and updates
• Managing and coordinating (contact) requests to senior management

Project management

• Member of PEP Love Team
• Member of Work That Works Team

Representation & support of the Executive Assistant

• Substitute in cases of vacation and illness
• Participation in leadership team meetings including agenda coordination, timekeeper and meeting minutes
• Support in hotel search and bookings for offsites
• Support with the preparations for planning the offsite

Qualifications:

• At least 3 years’ experience in a similar role, preferably in an intern. FMVG company
• Experience in calendar management and writing meeting minutes
• Experience in stakeholder management
• Very good MS Office skills
• Excellent communication skills in German and English both written and spoken
• Excellent organizational skills and structured way of working
• Quick comprehension and highly independent

• Processing incoming and outgoing mail
• Independent handling of general correspondence in German and English
• Creation and preparation of documents and presentations
• Drafting, approving and following up official business correspondence and contract