Secretary

Responsibilities

• Diary management for senior management
• Meeting and greeting visitors at all levels of seniority
• Supporting the recruitment and onboarding for new starters in the department
• Point of contact amongst line managers, team members, internal colleagues in the wider organisation, as well as external stakeholders (internationally)
• Communication on office matters, answering and coordinating calls and enquiries
• Organising, coordinating, and preparing meetings, internal and external events, site visits, training, conferences, national and international travel arrangements
• Data collection, analysis, reporting, and presentation (using Excel tables and graphs etc)
• Filing and updating schedules and calendars, contact lists, and department procedures
• Preparing Excom/Board papers, creating slide packs for presentations and on occasion presenting to meetings when needed
• Supporting individuals to maintain diaries and to arrange appointments
• Assisting with Contractor and Agency worker management (purchase orders etc)
• Collecting budget and time-booking information for monthly reporting and charge-out costs
• Ensuring office issues are shared, discussed, and solved

Requirements

• Commercial training or training as a foreign language correspondent
• Fluent English and German language skills (verbal and written) essential. Ability to communicate and liaise effectively with the Heads of Department
• Knowledge of administrative and clerical procedures & business principles
• Proven experience of producing correspondence and documents in information and communication management
• Extensive skills in regard to teamwork, numeracy, administrative writing, and reporting
• Background in business management, administration, and coordination
• Excellent organisational and planning skills with the ability to respond to changing priorities, supporting a busy workload and multiple priorities.
• Strong attention to detail including document management, formatting and control.
• Professional and competent level of Microsoft Packages (especially Outlook, Excel, Word, Visio, Project, and expert Power Point skills)
• Ability to learn company systems – such as time booking, requisitioning, expenses and travel etc.