Administrative Assistant (m/f/d)

ADM; Heidelberg; Vor Ort; EUR 35.000 - 50.000; Vollzeit

Zusammenfassung

A leading global nutrition company in Heidelberg is seeking an Administrative Assistant to support day-to-day operations and manage various departmental tasks. The role requires strong organizational skills, tech-savviness, and fluency in English, with a working knowledge of German. The ideal candidate will thrive in a fast-paced environment while coordinating across teams to ensure effective communication and workflow. This position offers an opportunity to contribute to a diverse and inclusive workplace.

Qualifikationen

• Experience working as an assistant or in a coordination role.
• Ability to organize and delegate tasks across projects.
• Fluency in English and basic German.

Aufgaben

• Manage budgeting and invoicing for the department.
• Coordinate global department activities and projects.
• Support organization of global quarterly webcasts.

Kenntnisse

Organization

Coordination

Proactivity

Tech-savviness

Fluency in English

Working knowledge of German

Tools

MS Teams

SharePoint

Outlook

Jobbeschreibung

Job Description

We are seeking a highly organized and proactive Administrative Assistant to support our team with day-to-day operations. This role is essential to ensuring smooth workflow, effective communication, and efficient administrative processes across the Department. The Administrative Assistant will provide support and assistance across defined Department activities, coordinate multifunctional and global projects across stakeholders, and provide system administration within Department platforms. This role reports into the Global Director Marketing & Consumer Insights.

Responsibilities

• Manages Budgeting and Invoicing for the Department
• Consolidating annual plans into one cross-business overview
• Updates Global Department Organigrams & employee lists for Leadership team (quarterly)
• Oversees the Global Department Calendar kept in Teams
• Supports with the organization of Global quarterly Webcasts
• Tracks deliverables across Department Development Workstreams and reports updates to Department Council
• System administrator for the library supporting Sales
• Assists in the development and administration of Department training programs
• Supports Product Trainings for internal Teams
• Manages Contractor IDs and approvals
• Oversees LinkedIn Learning administration for Department team member permissions
• Attends and supports monthly Department Council Meetings including agenda & action items
• Manages updates for Department Sub-team Sharepoint page
• Update/Maintain library of secondary & proprietary research projects
• Additional Projects can be assigned as required
• Participate in Heidelberg office duties (collecting post rotation, managing office supplies, safety/first aid team, etc.)
  
  

What will make you successful

• You have already experience working as an assistant or in a coordination role and understand the dynamics of supporting fast-paced teams
• You are highly organized, structured, and enjoy coordinating and delegating tasks across projects and teams
• You are tech-savvy and confident in using tools such as MS Teams, SharePoint, Outlook, and other collaboration platforms
• You are fluent in English – both written and spoken – and have a working knowledge of German to support occasional on-site tasks in the Heidelberg office
• You are open-minded, creative, and bring a fresh perspective to everyday tasks
• You take initiative, understand tasks without needing detailed instructions, and work proactively to find solutions
• You are eager to learn, and continuously develop your professional skills
• You thrive in cross-functional collaboration, working with various departments and stakeholders– including senior leadership and VPs
• You enjoy being the central point of coordination and bring positive energy into team interactions
  
  

#IncludingYou

Diversity, equity, inclusion and belonging are cornerstones of ADM’s efforts to continue innovating, driving growth, and delivering outstanding performance. We are committed to attracting and retaining a diverse workforce and create welcoming, truly inclusive work environments — environments that enable every ADM colleague to feel comfortable on the job, make meaningful contributions to our success, and grow their career. We respect and value the unique backgrounds and experiences that each person can bring to ADM because we know that diversity of perspectives makes us better, together.

For more information regarding our efforts to advance Diversity, Equity, Inclusion & Belonging, please visit our website here: Diversity, Equity and Inclusion | ADM.

About ADM

At ADM, we unlock the power of nature to provide access to nutrition worldwide. With industry-advancing innovations, a complete portfolio of ingredients and solutions to meet any taste, and a commitment to sustainability, we give customers an edge in solving the nutritional challenges of today and tomorrow. We’re a global leader in human and animal nutrition and the world’s premier agricultural origination and processing company. Our breadth, depth, insights, facilities and logistical expertise give us unparalleled capabilities to meet needs for food, beverages, health and wellness, and more. From the seed of the idea to the outcome of the solution, we enrich the quality of life the world over. Learn more at www.adm.com.

Req/Job ID

99514BR

Ref ID