Administrative/Executive Assistant T2

Remote candidates are okay
40 work week, no OT expected
Previous SAP background is a BIG Plus
New role - for growth
Possible temp to perm ideally if all works out and there is headcount/budget approval if/when the time comes
Key Responsibilities Tasks
Responsible for the operation of daily office functions and duties, including active and autonomous administrative support to the manager. May perform and / or administer some special projects in collaboration with various staff and departments.
This includes:
? Managing diary/calendar and e-mails for the Managers on their behalf, potentially also including calls and voicemails. Including prioritizing time and attendance.
? Proactively manage actions and reminders, following up on deliverables and action items. Help set agendas and review content for Leadership meetings.
? Managing internal and potentially external correspondence
? Arranging meetings for Managers including co-ordination of Team Meetings and larger external events.
?Manage logistics for quarterly executive off-sites and other meetings and events as needed
? Co-ordination of travel arrangements, including organizational preparation and follow up like booking and travel expenses
? Booking meeting rooms / venues for the team.
?Attend meetings, take notes on action items, and follow up with content and deliverables as needed.
? Managing Workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, Inventory etc.
? Perform and monitor purchase activities (e.g. office material, business cards, 3rd Party purchasing), including master data creation and administration, creation of shopping carts, reporting and tracking on purchase orders Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
? Manage the operational cadence of the organization to ensure that all pre-planning, meeting scheduling, work with COS and PMO to follow-ups are completed for major initiatives project across teams.
? Preparation and follow up of meetings including taking meeting minutes.
? Manage shared drives and communities
? Partner with Managing Directors Office Internal Communication to coordinate company-wide communications
? Admin support for new starters into the team to include ordering of equipment and monitoring induction.
? Central contact and all other ad-hoc support as needed by Manager and his/her team.
? Resolving issues with some complexity with limited guidance
? Developing collaborative work relationships within own team and cross-functional, including representation of team towards senior management
? Supporting internal projects, including decision taking within clearly defined framework of departmental guidelines and practices
? Supporting knowledge sharing within the team and prepares decision taking
? Community Building Best Practice Sharing between different offices
? Proactive and able to identify and solve problems
? Take ownership of small projects as they come up like support vendor management in Ariba, manage contingent worker progress in Fieldglass.
? Managing controlling and reporting activities on behalf of manager, e.g. creation, staffing and reporting on internal orders, reporting on cost centers and profit centers, creation and maintenance of C-Users
? Monitoring budget
Experience Language Requirements
? 3 to 5 years of experience as secretary or comparable experience
? Demonstrated proficiency with MS Office Tools
? Experience with SAP internal Tools like Corporate Portal, ISP, CSN
? English: Level 3: Fluent
Education
? Apprenticeship as secretary or commercial qualification or comparable experience
Qualitative Key Success Factors
? Ensure smooth office processes
? Tasks and responsibilities are executed on time and with high quality
? Best Practice Sharing between different secretaries
? Thinks out of the box
? Capability to work in international environment and virtual teams
Accountability
responsible for delivery of outcome of assigned sub projects
works independently within given area of responsibility (within defined policies and processes)
contributes to milestones
Complexity
contributes and works on sub projects and activities with moderate level of complexity
work is independent collaborative in nature.
provides regular updates to manager or project manager on project status
Decisions/solutions can essentially enhance existing systems processes
Experience
strong competence with various tools, procedures, programming languages used to accomplish the job
Communication
builds collaborative work relationships with similar functions across SAP
communicates clearly, in a way that others can understand within defined processes policies
communicates relevant messages in a timely manner and with constructive feedback to colleagues managers