Executive Assistant (E)

TN Germany; Darmstadt; Vor Ort; EUR 45.000 - 60.000; Vollzeit

Zusammenfassung

A leading company in Darmstadt is seeking an Executive Assistant to support three EMEA leaders. The role involves calendar management, communication handling, travel coordination, and organizing meetings. The ideal candidate will demonstrate strong communication and organizational skills while managing confidential information effectively.

Qualifikationen

• Experience in calendar management and scheduling.
• Ability to handle confidential information.

Aufgaben

• Maintain Outlook calendar and prioritize meetings.
• Coordinate global travel activities and expenses.
• Organize meetings and events, both onsite and offsite.

Kenntnisse

Communication

Coordination

Confidentiality

Planning

Data Management

Jobbeschreibung

The Executive Assistant is an essential link in the chain to assist and coordinate activities for three EMEA (Europe, Middle East, and Africa) Leaders, delivering outstanding service and support to optimize time and efficiency.

Responsibilities:

1. Calendar Management: Maintain Outlook calendar and recurring meetings, prioritize appropriately, and use judgment in offering solutions to complex scheduling and planning meetings as needed.
2. Communication and Coordination: Serve as a collaborative partner with frequent contact with other senior leaders within the global organization. Interact with contractors, consultants, and vendors.
3. Communication Handling: Proactively handle communication (emails, phone calls); screen inquiries, forward messages, redirect calls, and respond to urgent inquiries from the corporate office, global sites, and executive partners across multiple time zones.
4. Travel Support: Coordinate global travel activities, including preparing travel arrangements, accommodations, and tracking expenses accurately and efficiently.
5. Confidentiality: Manage highly confidential information and documentation appropriately.
6. Planning and Preparation: Take initiative to anticipate the needs of the leaders and their teams, including coordinating and completing departmental operations, structuring content, and preparing for business reviews with global teams.
7. Meeting and Event Coordination: Organize meetings and events, both on and offsite, including reservations, attendee communication, audio/video setup, catering, and material preparation. Travel/attend meetings in a coordinator role (15-20% of time).
8. Data Management: Assist in compiling data from various sources for analysis and presentation.
9. Follow-up: Track and help drive completion of key results, following up on outstanding items.
10. Document Preparation: Generate and amend confidential documents and materials as needed.
11. Policy Information: Act as an information source on departmental and company policies and procedures.
12. Process Improvement: Employ innovative and effective methods for duties, identify processes needing improvement, and engage users in enhancement efforts.
13. Colleague Support: Support colleagues as needed; coordination with team members is critical.
14. Financial Processing: Process invoices and prioritize system requests (expenses, purchase orders, CDAs, requisitions).