Jobs

Secretary

Discipline
Project Management & Controls
Sector
Petrochemical
Location
Germany
Vacancy ID
55264

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.
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