Team Assistant

vor 3 Wochen

Frankfurt Am Main, Deutschland BI International GmbH Vollzeit

**The Position**:
We are excited to announce a unique opportunity to join our dynamic team at Boehringer Ingelheim, one of the world's leading pharmaceutical companies. We are seeking a proactive and independent individual for a pivotal role that involves supporting and managing complex, confidential, and administrative tasks to alleviate the pressures on our global organizational unit, including both leadership and staff members.

In this position, you will have the autonomy to improve and develop our processes, take ownership of special projects, and implement your innovative ideas. You will also act as a catalyst for overarching topics, such as enhancing communication within our organizational unit.

A significant part of your role will involve networking extensively with other assistants across the organization. Through these relationships, you will contribute to the smooth operation of our internal processes, ensuring we continue to deliver exceptional results.

If you are a self-starter with a passion for process improvement and a knack for building relationships, we would love to hear from you. Join us in making a difference in the pharmaceutical industry and beyond.

***Tasks & responsibilities**:

- In this role, you will carry out/process tasks, some of which may be significantly influenced by the use of a foreign language, following general instructions and with oversight.
- You will manage appointments for the executive, exercising your own decision-making authority.
- You will understand the content of meetings (excluding financial aspects), write minutes, and follow up on action items.
- Additionally, you will organize and lead regular work meetings, providing technical guidance to colleagues.
- In your responsibility will be the travel arrangements, including booking and billing for business trips.
- You will assist in planning and monitoring various budgets, such as personnel and travel.
- You will handle standardized procurement management, including ordering materials, services, and equipment/tools, as well as shipping documents and materials, adhering to regulatory requirements.
- Furthermore, you will operational support for CDI process and compliance, incl. requesting and uploading missing documents and transferring information from documents into IT systems (e.g. into iShare system)
- Undertake preparation and adaptation of presentation material in Powerpoint as well as proof-reading important documents in English and correcting, grammar, spelling, punction, and grammar.
- You will ensure purposeful communication flow, primarily regarding organizational, administrative, and personnel matters, such as creating and sending circulars/announcements.
- Finally, you will take on special roles, such as AvO, training coordinator, building management, safety officer, and participating in idea management.

***Requirements**:

- Degree in Office Management and further training as a Management Assistant or equivalent further education (e.g., Specialist) with several years of professional experience
- Experience/ further training in project management
- High level of communication skills & service orientation
- Organizational talent with high flexibility
- Independent and solution-oriented way of working even with complicated work processes
- High level of discretion
- Initiative, flexible, proactive action and ability to deal positively with rapidly changing conditions
- Agility, ability to prioritize the diverse activities and colleagues to be supervised
- Enjoyment of new technologies, artistic and creative skill
- Very good English skills (C1)

***Ready to contact us?**:
Recruitment process:
Step 2: Virtual meeting in the period from end of March, 2024

Step 3: On-site interviews beginning of April, 2024

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