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Management Assistant and Corporate Secretarial

GEA is one of the largest suppliers for the food and beverage processing industry and a wide range of other process industries. Approximately 18,000 employees in more than 60 countries contribute significantly to GEA’s success – come and join them! We offer interesting and challenging tasks, a positive working environment in international teams and opportunities for personal development and growth in a global company.

Your responsibilities and tasks :

• Prepare appropriate documents and presentations ahead of meetings and travels.
• Deal with letters and correspondence (email, mail, phone calls) on behalf of the Head of BU, filtering requests and forwarding them to the appropriate party, managing priorities and ensuring that important information is transmitted promptly.
• Produce annual calendar and schedule company-wide events in collaboration with the Marketing Department.
• Distribute meeting invites and all relevant information to members of the Management Committees (Innovation, Q&HSE, etc.) and all Governance Meetings.
• Arrange & facilitate meetings, calls & video conferences.
• First point of contact to deal with correspondence, meetings, and diary management of BU Head.
• First point of contact among clients and other external partners, employees.
• Build relationships with key stakeholders across the Group being a reliable and effective point of contact.
• Takes active role in the coordination of meetings and company-wide events including off-sites, strategy days, team buildings, conferences, Christmas events, and any other ad hoc events.
• Stay up to date with new methods and best practices in the role.
• Arrange all travel itineraries, visas, accommodation, flights, trains, and transfers primarily for BU Head and partially for direct report.
• Create & process expense & travel expense reports.
• Support communication, in alignment with internal stakeholders (HR, Marketing).

Corporate Secretarial Area :

• Arrange the Board meetings, preparing agenda, documentation, convening of members, and drafting meeting minutes.
• Maintain and update corporate books (shareholders' register, Board of Directors meeting minutes book, shareholders' meeting minutes book), in compliance with current regulations.
• Manage ordinary and extraordinary corporate filings (filing of financial statements, communications to the Companies Register, etc.) and Powers of Attorney and Delegations.
• Archive and preserve corporate documentation, ensuring proper management and data confidentiality.
• Manage relations with competent authorities (Chamber of Commerce, etc.).

Your profile and qualifications :

Qualifications and skills required :

• Bachelor's Degree in Economy, Communication or Social Sciences.
• 7+ years experience in similar roles.
• Full Microsoft Office knowledge (Word, Excel, PowerPoint, and SharePoint).
• Proficient knowledge of English (minimum B2).
• Knowledge of other languages will be ideal (German, French, Spanish).
• Knowledge of various video-conferencing systems.
• Strong written and oral communication skills.
• Proficiency in document management (workflow, quality control, and distribution).

Personal profile :

• Empathic and active listener.
• Proactive, takes initiative in a time-sensitive situation.
• Strong interpersonal skills and ability to develop good working relationships.
• Organized with ability to plan ahead.
• Flexible.
• Remains calm under stressful situations.
• Teamwork expresses a positive attitude, and encourages team engagement.
• Available to travel within the Country and abroad.

GEA is an equal opportunity employer. Applicants will therefore receive consideration for employment without regard to age, sex, race, color, religion, world view, national origin, genetics, disability, gender identity, marital status, sexual orientation, veteran status or any other protected characteristic required by applicable law. Applicants with disabilities are welcome and will be given special consideration if they are equally qualified.

Join a top employer

GEA is certified as a Top Employer by the Top Employers Institute for Europe. We have high scores for Leadership, Ethics & Integrity and Sustainability.

A world of opportunities

We’re a global industrial engineering company and one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors, and many others. GEA offers exciting and diverse training and career opportunities around the world.

GEA’s heritage stretches back more than 140 years. Today, we operate in resilient customer industries with a dedicated workforce of more than 18,000 employees and conduct business with more than 150 countries.

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