As an executive assistant you are responsible for proving administrative and secretarial support to Executive Committee members, managing daily reception tasks and ensuring the building and services meet employees' needs by supporting office operations. This function also facilitates both internal and external events.
Key Responsibilities
- Effectively overseeing the daily schedules, coordinating agendas for Executive Committee members, and organizing in-person and virtual meetings across various time zones.
- Planning and arranging business trips for Executive Committee members, including preparing timely expense reports ensuring accuracy and compliance.
- Preparing visitors' agendas, welcoming them, and providing support during their stay.
- Timely gathering, compiling and distributing of materials for the board of directors' committee, involving various stakeholders.
- Assisting Marketing initiatives (e.g., client events, vouchers, gifts, cards).
- Planning internal events (i.e. Monthly Meetings, Xmas Party).
- Processing and distributing internal and external mail.
- Responding to telephone calls in German, English, and Portuguese.
- Ordering and maintaining office supplies, following office workflow procedures to ensure maximum efficiency, and monitoring expenditures while managing contracts for services like cleaning, renovations, and construction.
- Ensuring the updating and maintenance of databases, including contact lists for office management and executive assistance.
- Administration and maintenance of meeting rooms, ensuring that office areas are kept clean and orderly.
Education
- Commercial apprenticeship. Studies and/or equivalent to office specialist diploma is an advantage.
Work Experience
- Minimum of 3 years general experience.
- Strong understanding of IT organization and related practices and processes.
- Excellent organization skills with an ability to think proactively and prioritize work.
- Friendly, discreet and trustworthy.
- Ability to work under pressure with a calm attitude and ability to shift priorities.
- Fluency in English and Portuguese is a must, basic German required