Assistant in Straße bei BI International GmbH

The Position

Tasks & responsibilities

• As an Assistant, you will be entrusted with the responsibility of providing operational and administrative support, offering you a high degree of international exposure.
• One of your duties will be the comprehensive management of travel itineraries, which includes the organization of trips, tracking of travel budgets, and detailed reporting on travel expenditures.
• You will also be tasked with the meticulous organization of national and international meetings and events, as well as the coordination of virtual gatherings.
• Your role will also encompass standardized procurement management, involving the ordering of materials, services, and work resources, the dispatch of documents and materials in compliance with regulatory requirements, and in some instances, support in contract negotiations.
• You will actively collaborate in the planning and monitoring of various budgets, such as personnel and travel, ensuring their effective controlling.
• A significant part of your role will be to ensure the purpose-oriented flow of communication, primarily focusing on organizational, administrative, and personnel matters, which may include the preparation and dispatch of circulars or announcements.
• Lastly, your responsibilities will include general administrative and secretarial duties like efficient diary management of assigned team leaders or managers, guest registration, and the creation of reports and presentations using MS Office and BI software such as Cora, IDEA, Veeva Vault, and SAP.

Requirements

• Completed apprenticeship in Administrative or Management Assistance, or similar roles with a few years of professional experience
• Experience or additional training in project management
• Exceptional communication skills and service orientation, demonstrating the ability to interact effectively
• Excellent self-management and organizational skills, capable of managing workload, setting priorities, and making necessary adjustments
• Highly motivated team player, possessing a problem-solving attitude and the determination to take ownership of priorities and responsibilities
• Strong intercultural competencies and interpersonal skills, with the ability to communicate effectively in a diverse environment
• Flexibility to adapt quickly and effectively to frequent changes and altered priorities
• Proficiency in English, both verbal and written (C1 level), is a must-have, as it will enable you to communicate effectively in our international setting

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