Personal Assistant to Executive Office - BSBI Berlin (m/f/d)

Personal Assistant to Executive Office - BSBI Berlin (m/f/d)

Your Responsibilities

ROLE SUMMARY:
Based at Berlin at the Berlin School of Business and Innovation campus, the Personal Assistant will give dedicated support to the Executive team of BSBI and to the Chief Academic Officer. The role is an all-encompassing and extremely important one within our commercial business. You will be responsible for managing the day-to-day schedule of the busy executive calendars. Duties include arranging functions/events, conferences, meetings with both internal and external executives and stakeholders, extensive diary management, overseeing and organizing international travel, and generally offering a high level of support. Efficiency, an eye for detail, and pro-activeness are prerequisites of this position as well as great interpersonal skills which are imperative in order to succeed and progress within this fast-moving, and rapidly expanding company. This is an extremely diverse role where no two days are the same. The ability to think on your feet using your own initiative in an environment that moves fast and changes often will be imperative. If you are an ambitious Personal Assistant looking for a career move where you can progress in a rapidly expanding, innovative and successful international company then this is an excellent opportunity. We encourage you to get fully involved, to share our passion for the business, and to make an input into achieving our aims.

JOB DESCRIPTION:

1. Liaising with senior staff at regional, national and international higher education institutions, professional bodies, associate centres and other similar institutions.
2. Coordinating and servicing meetings. This will include drafting agendas, researching items and taking minutes and following up actions. Meetings may include complex negotiations.
3. Ensuring executives receive all necessary papers for meetings in good time and that action points are progressed.
4. Project coordination support.
5. Proactively managing communication.
6. Dealing proactively with mail, including preparing draft responses, seeking information from relevant sources, resolving issues and ensuring any resulting deadlines are diarised and met.
7. Organising corporate and senior management events.
8. Helping to develop and maintain effective integrated information retrieval systems with an increasing emphasis on automated IT systems.
9. Providing effective diary management.
10. Managing and overseeing the travel bookings via an external agent and making sure staff travelling under the appropriate cost code are adhering to the rules and boundaries and flagging any that are above limits.
11. Translation of documents from German to English and being able to type up correspondence.
12. Monitoring budgets, gathering and compiling and manipulating information on spreadsheets and presenting this in a digestible format.
13. Other duties as required.
14. Under the day-to-day direction of the Principal, working collaboratively ensuring a proactive and seamless administrative service. This will include filtering telephone calls, reception of visitors, diary management, progress chasing, drafting letters and audio/copy typing.

Your profile

Qualifications/Education:
Essential:
• Educated to degree level or equivalent.

Knowledge & Skills:
Essential:
• Fluency in English and German language (minimum B2 level)
• Organised, with excellent time management skills.
• Fluent in German and English with a high level of grammar and spelling in both.
• Ability to problem solve and ‘think on your feet’ and being to step into other roles/duties as required.
• Able to solve problems quickly and thrive under pressure as well as be energetic.
• Excellent verbal and written skills.
• Excellent attention to detail.
• Proficiency in Microsoft Office (Outlook, Excel and PowerPoint).
• Self-motivated team player who is confident and flexible with the demonstrative ability to establish a strong rapport with senior management and key stakeholders; excellent communication and interpersonal skills.
• Ability to understand the key dynamics of the Principal’s role and the business so that they can help prioritize and manage workload.

Experience:
Essential:
• Proven and demonstrable track record to have worked in fast growing SMEs.
• Experience in working with senior management and internal staff members as well as external stakeholders.
• Experience of working in a culturally diverse environment. The post holder may be asked to undertake different or additional duties in line with business requirements at the request of their line manager. There is an expectation that all employees will maintain the values of BSBI and the Group. There may be an occasional need to undertake business travel between other GUS Group sites within Germany and abroad.

Why us?

BSBI’s mission is to educate students to effectively shape the future and become excellent leaders of tomorrow in an ever-changing business world. It also aims to teach students to understand how businesses function and how economic success is generated. BSBI offers industry-relevant programs that focus on the development of practical entrepreneurial skills necessary for professional success. Located in the heart of Berlin, we are an international business school that offers academic excellence. We are a member of Global University Systems (GUS) and provide unlimited career opportunities for its students and staff.

BSBI is part of GUS Germany GmbH (GGG), a dynamic network of higher education institutions with more than 15,000 students at locations in Germany, Europe and beyond. We prepare students for impactful global careers, providing accessible and quality education to cultivate future industry leaders. With a focus on enterprise, leadership, and success, our programmes empower students with an entrepreneurial mindset to lead and succeed, fostering an inclusive, innovative, and supportive learning environment. Our mission is to shape the future by nurturing exceptional talent and driving positive change in the competitive international business world. Explore https://www.berlinsbi.com/ for more information about us!