Administrative Assistant (m/f)

Administrative Assistant (m/f)

Job Summary

We are looking for a talented and driven Administrative Assistant (m/f) to join our small and growing team to help manage our Head office in Munich. The ideal candidate will be efficient, resourceful, highly organised, able to carry out their tasks with a minimum of supervision, and will be comfortable being part of a team.

Responsibilities:

Executive Support

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves executive’s time by reading, researching, and routeing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Supervises and trains other administrative staff (as needed).
  • Provides historical reference by developing and utilising filing and retrieval systems; recording meeting discussions.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Contributes to team effort by accomplishing related results as needed.

Maintain Office Services & Efficiency

  • Organise office operations and procedures
  • Maintain office equipment
  • Control correspondences
  • Plan and implement office systems, layout and equipment procurement
  • Maintain and replenish inventory
  • Check stock to determine inventory levels
  • Anticipate needed supplies
  • Verify receipt of supplies

Knowledge & Experience

  • Prior work experience in the capacity of secretary or administrative assistant, with increasing levels of responsibility.
  • Previous experience in supporting executives at the C-level.
  • Knowledge of office administration.
  • Ability to maintain a high level of accuracy in preparing and entering information.

Skills & Abilities

  • Fluent written and spoken English;
  • Fluent written and spoken German;
  • Excellent intercultural communication and coordination skills;
  • Open for short-term travels within the EU;
  • Organisational and planning skills;
  • Team building skills;
  • Analytical and problem-solving skills;
  • Skill in written and oral communications;
  • Excellent knowledge of MS Office, able to continuously improve IT competence;
  • Excellent administrative writing skills;
  • Excellent presentation skills;
  • Ability to adapt to changing demands and requirements;
  • Ability to work independently and as part of a team;
  • Ability to meet deadlines under pressure.

Additional Notes:

This position is open to a range of applicants and experience levels, with additional or fewer responsibilities possible dependent upon the candidate.

Apply for the position

To apply:
In order to help us prioritise your application, please also include expectations for remuneration and the soonest available start date.

For support or information, please contact recruitment@adaptant.io