Administrative Assistant

Description

The Administrative Assistant would be involved in routine administrative activities relating to Expense Sheet verification, Supporting Bill verification, coordination of the airline ticketing process, etc.

Essential Functions

• Company Car Fleet Management: Contact for leasing companies, requesting leasing quotes, ordering and returning cars in alignment of policies, organization and support with maintenance, service and repairs, insurance claims, track changes and information of HR, ensure valid driver licenses of all employees with company cars on annual basis.
• Insurance Management: handling all non individual insurances such as travel insurance, fire insurance etc. If appropriate also handle personal individual insurances.
• Company IT Management:
  Point of Contact for leasing companies, external IT Hardware Service provider, internal IT Software support. First point of contact for employees regarding ordering of equipment and IT issues, keeping inventory of equipment, cost overview and invoice control
• Company Phone Management:
  Contact for phone providers in Europe, ordering of new mobile phones, handling of contracts, cost management and invoice control. Managing landline office phone systems

• Maintain facility contracts, communication with landlord, janitor, external cleaning company and other external partners. Monitor and effectively sort out all facility related issues such as but not limited to printer, coffee machine etc. Keep kitchen und meeting rooms clean. Emptying dishwasher, ordering tea, coffee milk, birthday flowers etc. Send out birthday cards.
• Travel and Event Management: Contact for European corporate Travel Agency and responsible for any travel related inquiry. Travel bookings (hotel, flights) for i.e. applicants. Responsible for online booking tool Onesto and related tasks

Essential Functions (Continued)

• Finalizing invitation letters for employees travelling to Europe from abroad
• Negotiating corporate hotel rates when applicable for new project locations
• Co-ordination of internal meetings and events
• Reception: Receive, direct and relay telephone messages to relevant persons, welcoming of guests including preparation of conference room and guest desks as required, receiving all delivery for office supplies and other in and outgoing mails and parcel. Picking up mail from mail boxes.
• Maintain adequate inventory of office supplies, business cards and other printing materials, in- and outgoing mail, courier service
• Support and assist Management and HR as requested, i.e. with Visa issues, policies, People Portal update, onboarding new joiners with regards to laptop, mobile phone, onesto, company car etc.
• If and when required: Oversee and handle projects within area of responsibilities to e.g. improve effectiveness, efficiency, translations, etc. 
• Performs other duties as required. 

Required Qualifications

• Educational: comparable administrative education or equivalent qualification
• Professional: 3 - 5 years relevant experience and high desire to manage this task in a service oriented, international and multi-cultural environment
• Deep proficiency in MS Office
• Excellent verbal and written communication skills in English and German; any other European language advantageous

Knowledge, Skills, and Abilities (KSAs)

• Strong service orientation
• Advanced knowledge of MS Office including Word, Excel, Teams, PowerPoint and SharePoint.
• Organizational skills with the ability to establish and manage multiple priorities, utilizing flexibility in responding to changing priorities and meeting critical deadlines.
• Ability to demonstrate a clear sense of focus and urgency.
• Ability to cope with stress and remain calm and friendly in the same time

Work Environment and Special Consideration

• Works within a professional office environment.
• Routinely uses standard office equipment such as computer, keyboard, printer/scanner, and telephone applications.