Executive Assistant

Y-Axis; Berlin; Ibrido; EUR 34.000 - 54.000; Tempo pieno

Descrizione del lavoro

Y-Axis in Berlin seeks an experienced Administrative Assistant to support External Affairs Directors in calendar management, travel bookings, invoice processing, and records maintenance, with liaison to internal and external stakeholders.

You will prepare correspondence, coordinate meetings and events, and assist with KPI logging and document filing, ensuring smooth department operations and coverage during absences.

Competenze

• Two years’ relevant office experience.
• One-year certificate in office administration.
• Proficiency in MS Office and databases.
• Ability to multi-task and work under pressure.
• Willingness to learn Maximo and other systems.

Mansioni

• Manage and provide administrative support for External Affairs Directors, including calendar management and scheduling meetings.
• Book travel arrangements, process invoices, and maintain department inventory and records.
• Assist with meeting, event and tour coordination and liaise with stakeholders.
• Prepare correspondence and maintain KPI logs for the External Affairs team.
• Support coverage of colleagues during absences.

Conoscenze

MS Office

Database management

Multi-tasking

Maximo

Formazione

Certificate in office administration

Strumenti

Maximo

Descrizione del lavoro

• Manage and provide administrative support for External Affairs Directors in areas including, but not limited to: calendar management, scheduling meetings, booking travel arrangements, invoice processing, department inventory and purchases, document filing (electronic and hard copies).Assist with meeting, event and tour coordination and execution at YVR and offsite, through liaising with internal and external stakeholders, including arrangement of equipment and catering (if required), and securing facilities and accommodations.
• Create and prepare correspondence, such as PowerPoint presentations, reports, agendas, and letters/email.
• Assist the team in providing suppliers and service providers with releases and follows up to ensure receipt.
• Maintain logs and coordinate updates of KPIs for External Affairs team.
• Assist with coverage of other Administrative Assistant or Director during absences.

Key Qualifications Include

• At least two years’ recent, related experience, supplemented by a one-year certificate in office administration or similar; or an equivalent combination of training and experience.
• Excellent working knowledge of MS Office suite of software and extensive experience working with databases. Ability to learn other software such as Maximo and other systems as required.
• Ability to multi-task and work under pressure.
• Ability to recognize systems or processes that may need to be updated and the ability to bring new initiatives or different processes to the team.