Executive Assistant

Role Overview:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support for our VP & General Manager. In this role, you will be the backbone of our operations, managing essential business processes, facilitating contracts, and ensuring the smooth day-to-day functioning of our team. You will interact with internal systems, coordinate cross-departmental requirements, and handle vital logistics for our operations in Germany.

Key Responsibilities:

• Procurement & Order Management: Manage the end-to-end purchasing process in Oracle, including creating Purchase Orders, processing goods receipts, and coordinating with Accounts Payable.
• Supplier & Contract Administration: Facilitate supplier setups via our CVA team. Oversee the contract lifecycle, including generating standard NDAs in Apttus and managing internal approvals, signatures, and renewals.
• Travel & Expense Management: Oversee travel planning via Egencia and manage expense reporting.
• Logistics & Facility Coordination: Handle mail distribution across German locations, manage shipping documentation (Oracle), and coordinate package collection with local forwarder.
• Office Operations: Oversee office inventory, including ordering office supplies and coordinating refreshments through facility services (CBRE).
• Event Planning: Coordinate and document company events, ensuring proper alignment with Finance and Tax compliance requirements.

You are dedicated, open to new topics, fluent in German and English, and enjoy working within an international team. You are highly flexible and accessible to your manager in urgent matters. You handle confidential information with discretion, are experienced with different IT systems and internet research, bring at least 5 years of relevant professional experience. A completed vocational training (Berufsausbildung) is a fundamental requirement; a university degree is welcome.

R027015