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.