Assistant Department Head Hp Regions

vor 5 Monaten

Frankfurt Am Main, Deutschland BI International GmbH Vollzeit

**The Position**:
In your new role, you provide pro-active and self-induced administrative support for the Department Head and the Regional Business Manager for HP Emerging Markets.

Your responsibility includes general secretarial duties, effective diary management, travel & visa organization, expenses, handling of invoices, purchase orders as well as accompany onboarding new managers.

Here you will have the opportunity to work within a dynamic, international team that provides support to Boehringer Ingelheim's Human Pharma organization and act as interface between our R/OPU's, Corporate Leadership Teams and BMD.

***Tasks & responsibilities**:

- As department head Assistant/Administrative Coordinator you provide operational and administrative/processing support and coordination under high international exposure.
- As department head assistant/Administrative Coordinator in HP Emerging Markets you are accountable for the organization of events/meetings (e.g. Monthly Country Performance Calls, ICP Reviews, Outlook+1, Annual Country Visits, Annual Discussions and department meetings/offsites).
- One of your key tasks will be the management of travel itineraries, including organization, travel budget tracking and reporting.
- You accompany the Onboarding of new managers in HP Emerging Markets as well as the corporate onboardings of the new CMDs.
- Additionally, you are responsible for standardized procurement management such as ordering materials, services, and equipment/work resources as well as dispatch of documents and materials in compliance with regulatory requirements and, in some cases, support in contract negotiations.
- You collaborate in the planning and monitoring of various budgets (e.g., personnel, travel) and their controlling.
- You ensure the purpose-oriented flow of communication on mostly organizational, administrative and personnel matters (e.g., preparation and dispatch of circulars/announcements).
- You will correspond and coordinate activities with internal BI ROPUs including CMDs/HP Heads and external agencies worldwide.
- You are responsible for the coordination of visitors/visitor groups (preparation, Agenda, time management).
- Moreover, you will be tasked with general administration and secretarial duties, including efficient diary management of assigned team leaders / managers, guest registration, drawing up of reports and presentation in MS Office and BI software, e.g., Cora, IDEA, SAP etc.

***Requirements**:

- Successfully completed commercial vocational training e.g. office management assistant (with additional qualification in European Business Management)
- Proven professional experience in a comparable function
- Expertise and perfect knowledge on supporting secretarial and administrative tasks
- Proficient handling of MS-Office Software such as MS Word, -Excel, -PowerPoint, Teams, Sharepoint etc.
- Excellent organizational and communicational skills as well as service orientated, proactive working style
- Team player with strong social competencies paired with an independent, solution-oriented way of working.
- Ability to manage and deal with confidential information
- Agility, ability to prioritize the wide range of activities and colleagues to be supervised
- Excellent communication skills (written and spoken) in English and German

***Ready to contact us?**:
Recruitment process:
Step 2: Virtual meeting in the period from beginning end of March

Step 3: On-site interviews beginning mid of April

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