Executive Assistant

Job type:
ab sofort
12 months
flag_no Germany
Contact person:
Alessandro Moretta
project ID:

Job Title: Executive Assistant
Location: Dortmund, Germany
Duration: 1 year Contract

You will support and report to the Area Vice President for Client based in Dortmund
You will interface with all levels of management and employees internationally. Your work will
be both varied and specialized and will involve the performance of ongoing complex
administrative assignments.

• Diary Management in Microsoft Exchange Outlook for Sales AVP
• Confidential mailbox management in AVP’s absence, keeping Inbox current / Proactive
management of AVP’s email on a daily basis
• Extensive liaison with travel agency on behalf of the AVP to schedule and book international
travel and accommodation
• Management of travel approval process for AVP’s organisation
• Management meeting planning and organisation
• Assistance in preparation of AVP’s material for management meetings
• Identifying urgent actions that need prioritisation and ensuring effective follow up.
• Ad hoc administration for the AVP’s management team
• Managing the accurate collection and submission of expenses for the AVP
• Managing expense review & approvals
• Prepare/review/format PowerPoint presentations for use internally and externally
• Acting as a point of contact and communication channel for external business and customer
• Manage the headcount process for the AVP’s organisation including raising requisitions,
tracking through approval levels and updating headcount log & organisation charts
• Pro-actively track any transactions requiring the AVP’s approval and ensure they are dealt with
in a timely manner
• Effective management of the performance review process ensuring company deadlines are
• Organisation of yearly sales kick-off event as required
• Assist with resolving facilities issues for the team with the facilities helpdesk
• Management of email distribution lists for Sales organisation

• Experience in a corporate, international environment in a similar role
• Able to take initiative and work independently on projects, to devise own methods, approach and procedures in fulfilling assignments
• Must be able to prepare presentations using PowerPoint
• Able to handle employee sensitive and business information with utmost confidentiality
• Comfortable working under pressure, managing time, setting priorities and meeting deadlines. Highly organized.
• Professional. Must be able to write correspondence and reports and prepare all requisite documentation in an acceptable business style
• Must be able to think logically, pay close attention to detail, establish procedure and follow through until completion
• Excellent Word and Excel skills