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Oct. 07, 2024

Job Summary:

On any given day, you might:

• Create a multi-city travel itinerary, taking into account things like time zones and traffic;

• Make an inventory of the office supplies, then devise a more efficient way to keep things in stock
• Schedule conference rooms, meetings and video chats
• Support the site office team by managing the office and completing secretarial tasks.
• Provide on-site team support with day-to-day questions
• Assist with onboarding new employees – you’ll be the “friendly face” that newbies count on to answer all their questions
• Provide translation of documents/letters
• Maintain databases (organization charts, distribution lists etc.)
• Prepare professional Power Point presentations for management and the team
• Proactively resolve problems and pitch in to help
• Plan events like service anniversary recognition celebrations, lunch-and-learns and team-building activities
• Arrange transportation and accommodation with our internal and external partners, such as global mobility and port agent for the team
• Support the Global Mobility Team and partner with the Port Agent in the travel and relocation process on:
• Housing Identification & Walks
• Housing Documentation
• Accommodation Assignment and Rotation Management (Cleaning schedule, Key Delivery)
• Car Assignment and Delivery, Managing of Parking Passes
• Communicate and inform the team about the status of their travel experience

Desired Qualifications:

• Fluent in German and English
• Professional experience as a Secretary/Assistant or Administrative Support
• Flexibility, organizational skills and proactive approach
• Ability to multi-task and prioritize deadlines and deliverables
• Very strong organizational skills
• A calm head and steady hand to deal with the unexpected

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