Job Overview & Purpose
The Office Assistant and Receptionist supports the daily operations of the Germany office through reception services, visitor management, mail coordination, office administration, onboarding and offboarding activities, logistics-related activities, office space conversion projects, digital mail implementation, IT device replacement projects, SharePoint maintenance, business change initiatives (e.g., Amplify rollout), and time recording system implementation.
Accountabilities
The role supports key Office Management processes, including reception services, mail and parcel handling, onboarding and offboarding activities, workplace coordination, meeting support, Amex administration, and SharePoint maintenance.
In addition, the role supports business-critical initiatives, including the digital mail implementation, coordination of activities following the logistics closure, and the conversion of the former logistics area into office space. A further key aspect of the role is managing multiple stakeholders and priorities while maintaining efficient office operations.
Success is measured by reliable administrative support, efficient office operations, successful project coordination, and a positive employee experience. The role has no direct budget responsibility but supports the efficient use of company resources.
Team Role
Individual contributor:
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Follow relevant quality procedures to deliver quality products and services and identify and support the implementation of continuous improvement. Undertake additional quality responsibilities (e.g., audit) when appropriately trained to undertake these responsibilities.
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Contribute ideas on systems and process methods to improve deliverables.
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Work safely, complying with all safety procedures, rules, and instructions; and reporting workplace hazards, incidents, or injuries to manager.
Minimum Key Incumbent Requirements
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Administrative Coordination and Office Management support
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Collaboration and communication with internal and external stakeholders
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Strong organizational and prioritization skills
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Proficiency in Microsoft 365 and SharePoint
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Ability to work independently with a proactive and solution-oriented approach
Desired Skills
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Project coordination
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Process improvement and continuous improvement mindset
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Facility or workplace management support
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Experience in change management and organizational transformation
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Business process improvement
Education:
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Master’s Degree in Business Administration
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Commercial Vocational Qualification / Commercial Business Training
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Professional experience in Executive/Administrative Support and Change Management
Languages
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German – Fluent
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English – Intermediate to Advance
Work Experience
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Several years of experience in administrative and executive support functions
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Experience managing and supporting organizational change and transformation initiatives
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Experience coordinating projects and driving process improvement activities
