Administrative Assistant to Executive Committee Member 1

Overview

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 our Group Head of Human Resources by providing reliable and flexible administrative support.

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.)

Support with administration and organization of labor relation activities and European Works Council

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 Group Head of HR’s personal appointments and tasks

Support visitors with bookings, travel plans, invitation letters, guest registration etc.

Organize and monitor admin assistant meetings and events

Floor warden duties

Undertake other responsibilities as necessary or assigned by management to support the team

Your Profile

Education / Qualification

Administrative education or similar

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

Knowledge & Skills

You have a passion for excellent service, are well organized and enjoy collaborating with others to ensure that together you can build progress.

The attributes you bring :

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 Requirements

Native German speaker

Business fluent in English (written and spoken)

Further language skills of advantage

Do you want to work in an international and dynamic working environment with attractive benefits? We are looking for colleagues to join our team, to build progress for people and the planet. Apply now at

No agencies can be considered.