KNOWLEDGE, SKILLS AND ABILITIES:

• Advanced Microsoft Office skills (in particular Excel, PowerPoint, Word, Outlook)
• Very good command of both German and English (written and spoken)
• Good communication skills
• High level of service orientation in interacting with internal and external stakeholders and customers
• Good understanding of numbers
• Good organizational skills
• Advanced SAP skills
• Advanced knowledge of PC software
• Advanced knowledge of new media and applications

REQUISITE EDUCATION AND EXPERIENCE/MINIMUM QUALIFICATIONS:

• Vocational training and 3+ years’ working experience
• Theoretical and practical experience, including company policy and business practices
• Basic knowledge of related work areas

RESPONSIBILITIES:

• Conduct routine correspondence in order to ensure timely and precise responses.
• Format, enter and process various materials, such as correspondence, memos, minutes, reports and confidential documents.
• Maintain and update files, electronic files, records, organization charts and other graphics, subscriptions and publications.
• Monitor incoming mail and manage the department’s email account.
• Support the team in preparing announcements and newsletters.
• Assist in creating/updating presentations.
• Plan internal and external meetings/conferences, incl. room reservations.
• Organize, coordinate and process all travel by members of the team, including flight and hotel bookings, visa applications, vehicle reservations and arrangements for pick-up from airports as well as solve any arising issues in this context in a timely manner.
• Create travel expense reports.
• Process the department’s cost centers, including regular monitoring of budgets and approve invoices to ensure correct accounting.
• Act as the key contact for information management (e.g. on the intranet), ensuring that the intranet content is up to date.
• Contribute to and coordinate projects and tasks as requested/directed.
• Execute operational tasks under the supervision of the respective requesting department.
• Support the team and the management.
• General duties:
• Order office supplies.
• Administer the purchasing platform, incl. creating shopping carts and ordering. If required, request offers from internal and external suppliers. Create and manage material and supplier data. Monitor orders, book incoming goods and prepare invoice verification.
• Coordinate and administer investment requests and asset numbers, as well as verify invoices in coordination with the SSC.
• Administer the investment request workflow.
• Request investments (e.g. IT and communication support when requesting new laptops, mobile phones) and re-book invoices.
• Enter master data of temporary staff (< 1 yr) and external staff in the Self Service tool.
• Coordinate and administer video conferences.
• Maintain the data system as instructed.
• Provide support with regard to equipping new offices or internal moves within HQ.
• Maintain the annual vacation plan for the team.
• Proofread documents/presentations.
• Know, understand and provide information regarding standards and procedures.