Team Assistant – Administration, Office Management

Role Overview

• You reliably and punctually complete all required typing and clerical tasks.
• You prepare reports, correspondence, tabular summaries and numerical statements based on provided templates, as well as continuous texts in a common foreign language, typically English.
• You draft cover letters, queries and internal communications from keywords and present them ready for signature.
• You create, update and reproduce documents and forms as needed.
• You monitor incoming and outgoing mail flow as well as relevant deadlines and ensure compliance.
• You review incoming mail, add any missing accompanying documents when necessary, and distribute documents according to responsibility and priority.
• You check outgoing mail for formal correctness and completeness, prepare it for dispatch and obtain required signatures.
• You coordinate appointments according to established rules and track their execution.
• You establish and maintain internal and external contacts within the scope of your duties.
• You answer telephone calls, connect callers, forward calls and obtain relevant information from internal and external sources.
• You receive visitors and take care of them during their stay.
• You perform general administrative tasks in the daily office routine.
• You provide organizational and administrative support to specialist departments.
• You use task-specific communication tools and administrative instruments efficiently and securely.
• You maintain lists and files and record data, for example in the context of time tracking.
• You compile statistics and documentation and create charts and diagrams based on existing sketches and tables.
• You organize and maintain the office filing system systematically.
• You order office supplies and manage inventory independently.
• You organize business travel, including secondments and visa procurement, and process travel expenses in accordance with company policies.
• You set up task forces for assignments and organize any necessary relocations.

Requirements

• Completed vocational training as a Retail Clerk for Office Management, Office Communications Clerk, Administrative Specialist, Foreign Language Correspondent (m/f/d) or a comparable commercially recognized vocational qualification in Germany.
• Solid knowledge of Microsoft Office applications.
• Fluent English, both spoken and written.
• Very good French, both spoken and written.
• Ideally, you speak Arabic and/or Tamazight.
• Constructive and cooperative teamwork skills.
• Clear, audience-appropriate and reliable communication with diverse interlocutors.
• Independent, proactive and responsible approach to task completion.

Benefits

• Future-oriented additional benefits: We support your financial security through company pension options and offer the possibility to use a company bicycle.
• Competent comprehensive support: You will be assigned an experienced, dedicated contact person who will handle project support and administration.
• Strong team spirit and flat hierarchies: A collaborative, respectful atmosphere at eye level is essential to us.
• Open exchange across cultural boundaries: We value the diversity of our employees.
• A culture of appreciation: Our interactions are characterized by mutual recognition across all levels of the company.