Administrative Assistant – 12 month contract

This is a fully remote position, open to applicants in Germany.

📋 Description

• Oversee intricate individual and team schedules using Microsoft Outlook and internal room-booking systems.

• Organize internal and external meetings, video conferences, and teleconferences across diverse locations and time zones.

• Interact professionally with clients, colleagues, senior stakeholders, and external service providers.

• Arrange meeting spaces, catering, audiovisual support, and other logistical needs.

• Plan domestic and international travel, including flights, rail travel, accommodations, conferences, and seminars.

• Manage visa applications and compile detailed travel itineraries, schedules, and contact information.

• Accurately complete and submit travel and personal expense claims within specified deadlines.

• Investigate and resolve any outstanding expense inquiries.

• Keep precise client and internal contact records within Salesforce and other business systems.

• Monitor incoming inquiries and distribute reports, publications, and supporting materials as requested.

• Handle incoming correspondence, responding directly when appropriate or directing queries to the right individual.

• Draft professional emails, documents, reports, and PowerPoint presentations.

• Maintain organized and precise electronic and physical filing systems.

• Provide printing, scanning, and document production support as necessary.

• Initiate and track IT support requests, collaborating with local and international technology teams until resolution.

• Prepare workspaces for international visitors and serve as their main office contact during their stay.

• Offer administrative support for colleagues during their vacations or absences.

• Assist the team during company-sponsored conferences and events.

• Manage internal, external, and virtual events from initial planning to successful execution.

• Coordinate venues, supplier agreements, catering, speaker arrangements, calendars, and onsite logistics.

• Respond promptly and professionally to internal and external calls and emails.

• Undertake additional administrative and coordination tasks as necessary to support the broader team.

⛳️ Requirements

• Prior experience providing administrative assistance to a large team, department, or senior stakeholder group.

• Strong skills in diary management, meeting coordination, and travel booking.

• Exceptional organizational abilities with the capacity to manage multiple deadlines.

• A proactive and self-driven approach, with the confidence to take ownership of tasks.

• Superior written and verbal communication skills.

• Proficient business writing, grammar, and document preparation skills.

• A professional telephone demeanor and excellent interpersonal abilities.

• The confidence to engage with senior internal and external stakeholders.

• Strong attention to detail and a steadfast commitment to accuracy.

• Capability to work effectively both independently and as part of a collaborative team.

• Flexibility and willingness to adapt to changing priorities and additional responsibilities.

• Sound judgment and discretion in handling sensitive and confidential information.

• Ability to quickly learn new processes, systems, and technologies.

• Proficient working knowledge of Microsoft Outlook, Word, Excel, and PowerPoint.

• Experience with Salesforce or a similar CRM system is advantageous.

• Event coordination experience is also beneficial.

🏝️ Benefits

• Health insurance

• Retirement plans

• Paid time off

• Flexible work arrangements

• Professional development