What will you do?
As a Senior Administrative Assistance you will support two of our senior leaders. One is based in Germany, one is based in France - optimally you already live in one of those locations.
The following bullet points describe what you can expect of your new job :
Maintain Outlook calendar and recurring meetings for two senior leaders; prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed
Proactively manages communication (emails, phone calls); screening telephone inquiries, communicating messages, redirecting calls, and appropriately responding to urgent inquiries from the corporate office, world-wide sites, executive stakeholders and other constituencies over multiple time zones
Support and execution of complex travel activities : prepare and coordinate travel, including accommodations, and compile, submit, and track expenses
Handles highly confidential information and documentation appropriately and effectively
Establishes, updates and maintains files, inventories, and records (paper, electronic, and other platforms as needed)
Takes initiative to plan for upcoming needs of the two vice presidents and their leadership team members. This includes the ability to coordinate & execute on departmental operating mechanisms, including structuring and collating timely input of content and format for business reviews with the wider global teams
Provides meeting and event coordination, on and offsite, including reservations and attendee communication, setting up audio and video conferencing, as well as catering and preparation of meeting and program materials.
Will be expected to travel / attend meetings in a coordinator role (15%-20% of time)
Assists with the compilation of data from various sources, organize the data in formats to facilitate analysis and presentation
Generates and composes confidential, routine and non-routine documents. Proof read documents and materials and correct as necessary and / or composes routine correspondence using predetermined formats
Other special tasks and duties as assigned or requested
How will you get here?
Experience in a comparable position, preferably in a fast changing matrix organisation. In addition, must be able to work as part of a Team.
Strong communication skills (Written and verbal)
German or French as first language plus excellent English language skills
Absolutely trustworthy person, that is in regular contact with highly confidential subjects on C-Level manager base
Computer literate - 'Microsoft Office' - Word / Excel / PowerPoint
Must possess excellent administration skills, organisational attitude and the ability to plan and manage various tasks for two manager
Ability to work in remote team or with a remote manager, is essential