Assistant to Executive Committee Member

SUMMARY OF THE JOB

As we continue to look for more sustainable ways to build, we need world-class talent to join our team. People who are passionate about sustainability, driven by curiosity and keen to grow, learn, develop and thrive in our high-performance culture.

Are you an energetic and proactive executive assistant, with successful experience in facilitating the day to day activities of senior leaders?

Join us to become a key partner to one of our Executives by providing reliable and flexible administrative support.

MAIN ACTIVITIES / RESPONSIBILITIES

• Provide reliable and flexible executive administrative support to optimize the business diary
• Resolve calendar conflicts, make judgments and recommendations to plan and orchestrate activities to ensure that priorities are met
• Handle daily communication (mainly in English and German) through phone calls, emails, post and ensure follow up - prioritize inquiries and requests to ensure smooth day-to-day engagements
• Set up and organize internal and external meetings, conference calls and video conferences, ensuring accurate preparation of information and briefing of involved parties
• Organize and coordinate business trips (incl. visa applications etc.)
• Handle vendor invoices and purchase orders, check / allocate invoices and handle expense reports (SAP)
• Assist with the budget process, cost and budget control
• Ensure appropriate working environment, such as office supplies, meeting room booking, refreshments, smooth running of office equipment
• Update working manuals in line with internal operations guidelines and maintain required documents (incl. filing, distribution) as well as the intranet sites
• Support with administrative onboarding of new employees or contractors
• Take care of Exco member's personal appointments and tasks
• Support visitors with bookings, travel plans, invitation letters, guest registration etc.
• Floor warden duties
• Undertake other responsibilities as necessary or assigned by management to support the team

PROFILE REQUIRED

Level of education / qualifications normally required :

Administrative education or similar

Specific work experience :

• Minimum 5 years of proven successful experience in providing support to Executive Committee and / or senior leadership members
• Solid background in administrative practices and procedures in multinational, fast paced companies
• Experienced user of digital tools and systems, with good skills in using Google-Suite applications, SAP and video conferencing

Behavioral competencies :

• You have a passion for excellent service, are well organized and enjoy collaborating with others to ensure that together you can build progress.
• Anticipate needs of senior stakeholders and drive tasks to completion
• Accurate, reliable and able to deal with sensitive information and high level of confidentiality
• Highly effective in time management : with strong planning and organizational skills, able to manage multiple tasks and set priorities
• Fluent communication with different functions and divisions, able to interact with people at all levels - maintaining positive relationships and sensitive to cultural differences
• Keen to keep learning and developing
• Resilient, flexible and able to cope with ambiguity - to function well in a high-paced and at times stressful environment

Language skills :

• Native German speaker
• Business fluent in English (written and spoken)
• Further language skills of advantage
Il y a 9 jours