October 14, 2021

Key Responsibilities:
  • Take charge of all kind of correspondence independently, to ensure timely and accurate response
  • Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
  • Maintain and update department files, records, (organizational) charts, subscriptions and publications
  • Schedule and organise internal and external meetings/conferences
  • Coordinate and execute all travel arrangements for team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
  • Complete travel expense reports
  • Handle the department cost center on a global level, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
  • Take over administrative and coordinative tasks of department members as requested

General tasks:
  • Onboarding new team members
  • Administration of the shopping platform incl. creation of shopping carts, placing orders, adding & maintaining materials and suppliers, control of orders, booking of incoming orders and preparation of invoice controlling. If necessary, internal & external requests for quotations
  • Coordination and administration of investment requests and inventory numbers, checking invoices in collaboration with SSC
  • Administration of investment request workflow
  • Investment application (e.g. IT and communication support when applying for a new laptop, mobile phone)
  • Coordination and administration of video conferences.
  • Maintain data systems as directed
  • Supporting office setups and moves within department
  • Proof reading of documents/presentations
  • Ensure good working and create comfortable work environment for the floor

Key Relationships:
  • Business teams, other Management Assistants, Senior management, external partners, travel agencies

Knowledge, Skills and Abilities:
  • 2 years’ Project Management experience
  • High level of service orientation, with internal and external stakeholders/customers
  • Good understanding of numbers
  • Good organizational skills
  • Excellent PC skills
  • Combined theoretical and practical knowledge incl. company policies and practices
  • Knowledge in eCommerce, Online Marketing or Web-analytics area is a plus