Executive Assistant

Timex Group Usa; Pforzheim; Vor Ort; EUR 45.000 - 65.000; Vollzeit

Zusammenfassung

TIMEX Group CSE GmbH in Pforzheim invites applications for an Executive Assistant and Office Manager in our R&D department. You will bridge management, internal teams and external partners, handling admin, finance, and technical documentation with discretion and precision.

In this role you will manage scheduling, procurement, travel, payroll coordination, contract administration, and reporting, ensuring smooth operations and compliance while supporting leadership with a high level of

Qualifikationen

• Excellent German and English language skills, both written and spoken.
• Basic knowledge of finance and accounting.
• Familiarity with export/import procedures and commercial law.
• Proficient in MS Office, particularly Excel.
• Structured, independent, and detail-oriented working style.
• Strong organizational skills and a collaborative approach.
• High level of discretion and trustworthiness.

Aufgaben

• Finance & Accounting: prepare bookkeeping entries and maintain spreadsheets.
• Export / Import: create shipment documents and monitor customs clearance.
• Payroll & HR Administration: support payroll processes and leave management.
• Office & General Administration: manage switchboard, correspondence, and banking affairs.
• Procurement & Order Management: place orders for equipment and supplies.
• Scheduling & Contract Management: coordinate notaries and contract admin.
• Reporting & Compliance: run sustainability and compliance reports.
• Travel Management: book flights, transfers and accommodation; expense reports.
• Technical Documentation: create and maintain BOMs and technical records.

Kenntnisse

Executive Assistant

Office Management

Organizational skills

Attention to detail

Discretion & trust

Collaboration

Ausbildung

Tools

MS Office

Excel

Jobbeschreibung

Job DetailsJob Location: TIMEX Group CSE GmbH Pforzheim - Zug 6300Job Category: Admin - ClericalSummary

We are looking for a motivated and versatile individual to join our dynamic R&D department as an Executive Assistant and Office Manager. In this key position, you will act as the central interface between management, internal departments, and external partners, handling a broad range of responsibilities from administration and finance to technical documentation.

Finance & Accounting

• Preparing bookkeeping entries (account coding) and forwarding to the accounting department
• Maintaining and managing internal Excel spreadsheets
• Monitoring year-end financial closing processes

Export / Import & Commercial Law

• Creating shipment documents and import paperwork
• Basic knowledge of export control regulations and goods subject to reporting requirements
• Monitoring and controlling import documents (customs clearance via agents, primarily UPS)
• Basic knowledge of commercial and trade law
• Authorized signatory (Prokura)

Payroll & HR Administration

• Preparing payroll in line with collective bargaining agreements (BVSU) and negotiation outcomes
• Maintaining and monitoring vacation schedules, entitlements, and leave requests
• Creating and managing time sheets
• Processing sick leave notifications and health insurance reimbursements (AAG)

  Office & General Administration

  • Supporting management in all administrative matters
  • General office and administrative duties
  • Managing the switchboard and general correspondence
  • Managing bank accounts, credit cards, and petty cash
  • Office organization (birthdays, anniversaries, etc.)

  Procurement & Order Management

  • Placing orders for equipment and operational supplies

  Scheduling & Contract Management

  • Scheduling and coordination (e.g., notaries, legal counsel)
  • Contract management and administration
  • Incoming and outgoing mail handling

  Reporting & Compliance

  • Sustainability reporting
  • Compliance reporting

  Travel Management

  • Booking flights, transfers, and accommodation
  • Preparing andsubmittingtravel expense reports

  Technical Documentation

  • Creating andmaintainingbills of materials (BOMs)
  • Managing technical documents and records

  Requirements

  • Excellent German and English language skills, both written and spoken
  • Basic knowledge of finance and accounting
  • Familiarity with export/import procedures and commercial law
  • Proficient in MS Office, particularly Excel
  • Structured, independent, and detail-oriented working style
  • Strong organizational skills and a collaborative approach
  • High levelof discretion and trustworthiness