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DIRECT HIRE! Job Summary The Administrative Assistant will be a key support role within our executive team, providing high-level administrative support to the CEO and other senior executives as needed. The ideal candidate is bilingual in German, possesses strong organizational and communication skills, and has experience managing a variety of tasks simultaneously. This role requires someone who is detail-oriented, proactive, and able to handle sensitive information with discretion.Key Responsibilities
Executive Support: Provide day-to-day administrative assistance to the CEO and other senior leaders as needed, including calendar management, travel coordination, and meeting preparation.
Correspondence Management: Handle inbound and outbound communications, including emails, phone calls, and postal correspondence, ensuring timely responses and effective communication on behalf of the CEO.
Travel & Logistics: Coordinate domestic and international travel arrangements, including flight bookings, hotel accommodations, and ground transportation, with a focus on efficiency and cost-effectiveness.
Meeting Coordination: Schedule and organize internal and external meetings, including preparing agendas, distributing materials, and taking meeting minutes when necessary.
Document Preparation & Translation: Assist in drafting, formatting, and editing reports, presentations, and other documents. Provide translation support for documents and communications from English to German and vice versa.
Project Management: Assist with special projects, such as event planning, client presentations, and internal initiatives, ensuring timely and organized execution.
Confidentiality & Discretion: Handle confidential and sensitive information with discretion and professionalism.
Administrative Support for Executives: Provide general administrative assistance to other key team members as required, ensuring seamless operations across the executive team.
Required Skills and Qualifications
Experience: 2-3 years of administrative experience, preferably supporting C-level executives or in a corporate environment.
Language Skills: Bilingual in English and German, with excellent written and verbal communication skills in both languages.
Organization: Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other business software. Familiarity with project management tools (e.g., Asana, Trello) and virtual communication platforms (e.g., Zoom, Teams) is a plus.
Attention to Detail: A keen eye for detail in preparing reports, managing schedules, and communicating with stakeholders.
Interpersonal Skills: Strong interpersonal skills with the ability to interact professionally with internal and external stakeholders.
Adaptability: Ability to adapt to changing priorities and handle unexpected tasks with professionalism and a positive attitude.
Preferred Qualifications
Experience in a global or multi-national organization.
Knowledge of basic accounting or financial procedures (e.g., expense reporting, invoicing) is a plus.
