The Executive Assistant will work with all the departments within the company, especially with the managers in order to assure the optimal running of the operational and administrative activities of the company. It is one of the key support position for the company, working together with the Executive Director and being the interface between the Executive Director and all the other departments.
Provide administrative and operational support.
Plan, organize and ensure smooth running of meetings, workshops and other events
Prepare reports and all the other necessary materials for meetings.
Collect, centralize, check received data and prepare various reports for the executive management.
Organize, prioritize and coordinate multiple work activities with the ability to meet deadlines.
Proven ability to manage projects, work under pressure and consistently make deadlines.
Customer interface (schedule meetings, ghost emails, follow up).
Calendar management, expense reporting, travel arrangements, email, purchase orders and events.
Help manage and execute critical projects.
Use initiative and judgment within established guidelines.
You will get the required support to stepwise take over own responsibility after an initial training phase which will familiarize you with our products, tools, processes and organization.
Incredibly bright, high energy individual, with a passion to learn and contribute.
Flawless execution of administrative activities, with high attention to detail, organization and process.
Strong teamwork skills; and a strong ability to offer suggestions and improvements to process and work effectively with all personalities.
Strong relationship management skills – internally with account executives and externally with customers.
Ability to be flexible in response to changing priorities and needs.
Demonstrated ability and willingness to continuously acquire new competencies and accept new challenges.
Strong Excel, Powerpoint and Outlook (email and calendaring) skills.
Strong communication – oral and written (German, English).
Able to handle confidential topics.
Gets the things done in time, likes to solve problems.
Dedication, attention to details.
Ability to work with numbers.
Ability to identify accurate and available information.
5+ years of applicable administrative experience.
Strong technical background. Knowledge of general concepts regarding databases is a plus.
Very good knowledge of IT/TK products and related peripherals.
Solid computer skills.
Proficient in relevant computer applications such as MS Office (Excel, Powerpoint etc).
Good typing skills.
Mandatory language skills: German and English.
Skill in reviewing, proofing and verifying data.