Assistant Region Europe and Intercontinental & Partner Business

We are looking for an Assistant to support the Head of Intercontinental & Partner Business and Head of Europe and their respective teams with administrative tasks and coordination of activities. You will manage the communication between upper management and employees, partnering with internal and external executives on multiple projects and tasks; provide support to the planning and the organization of meetings, external and team events and extensive travel arrangements. You will be directly reporting to the Head of Intercontinental & Partner Business.

Responsibilities

• Administration and coordination of the Intercontinental & Partner Business / Europe teams

• Manage professional scheduling for Head of Intercontinental & Partner Business / Head of Europe, including calendar management, extensive travel arrangements, emails, calls, expense creation and submission and other company logistics

• Coordinate complex scheduling and calendar management, working across multiple time zones

• Coordination of internal and external meetings, including agenda planning, logistics, catering, equipment

• Assisting new joiners, including preparation and scheduling of onboarding plans

• Contract management, including quarterly reporting

• Timely processing of invoices / purchase orders

• Routine / daily ad-hoc tasks

• Deputy for work colleagues / other assistants

• Handling notarisations and legalisations of documents

• Managing Business Development inbox

• Strict confidentiality with all materials

Key Tasks

• Providing high level support to the Head of Intercontinental & Partner Business / Head of Europe and their teams,

• Calendar management for the Head of Intercontinental & Partner Business / Head of Europe

• Acting as the primary point of contact between my managers and their internal/external stakeholders

• Coordination of local and international meetings including agenda planning, logistics, catering and equipment, accommodation

• Travel, visa arrangements and creation and submission of expense reports

• Processing of purchase orders, invoices and contracts

• Document preparation (presentations, agendas, minutes, contracts, emails)

• Guidance and orientation to new team members, preparation of onboarding plans

• Exchange and interaction with internal and external stakeholders and services providers

Your Profile

• 5 years' experience in administrative role reporting directly to upper management

• Strong time-management skills and the ability to organize and coordinate multiple projects at once

• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems (SAP and Apttus is a plus)

• Excellent written and verbal communication skills in English (German is a plus)

• Ability to pay attention to detail

WE OFFER:

• An opportunity to become part of our success story with attractive conditions

• A responsible and varied role in a dynamic team

• Opportunities for professional development

• An attractive salary package and additional benefits

• A modern working environment in an international company

• A flexible and hybrid working model

Are you interested in this exciting opportunity? We are looking forward to receiving your online application.