Executive Assistant
vor 3 Monaten
Description
**Responsibilities**:
Maximize Executive's efficiency and priorities including booking appointments, managing executive's to-do, and maintaining frequently changing calendar through Outlook; ensuring the Executive’s Day is organized and productive.
Coordinate all aspects of executive-level appointments, meetings, receptions, and conference calls, including the booking of rooms, ordering of food, disseminating materials for high-level meetings, working with other administrative staff, etc.
Book and/or coordinate travel arrangements including both domestic and international travel (air, ground, hotels, dining, tours, etc.) with travel management System Concur (SAP).
Prepare executives for meetings by clarifying the purpose of each meeting, preparing the agenda, pulling background materials, and preparing briefing documents. Following meetings, help coordinate additional administrative support whenever necessary, conduct follow-up tasks or activities, and ensure timely completion of commitments made.
Create and/or assist with the creation and modification of presentation materials, spreadsheets, and other various documents using PowerPoint or other software programs (partly internal companies’ software).
Serve as gatekeeper of the Executive’s time, schedules, and information while maintaining a courteous manner.
Prepare, reconcile, and track expense reports (Concur travel management system).
Partner with the Executive team and other Executive Assistants to create a seamless support environment.
Office Management for the German subsidiary with 120 employees in close coordination with the Managing Director.
Stellenbeschreibung
Fluke Reliability sucht einen außergewöhnlichen, eigenmotivierten und vielseitigen Assistenten*in der Geschäftsleitung. Der ideale Kandidat*in sollte proaktiv sein und über hervorragende Problemlösungs
- und Urteilsfähigkeiten verfügen sowie in der Lage sein, vorausschauend zu denken und zu planen, um mehrere Anfragen angemessen und teilweise gleichgzeitig zu bearbeiten. Diese Rolle erfordert Liebe zum Detail, die Fähigkeit, enge Fristen einzuhalten, ein hohes Maß an Flexibilität, große organisatorische Fähigkeiten, ein hohes Maß an Flexibilität, starkes Zeitmanagement sowie Integrität und Professionalität im Umgang mit vertraulichen Informationen. Der Kandidat*in muss nachweisen, dass er/sie in der Lage ist, einen flexiblen Arbeitsplan auf der Grundlage der Bedürfnisse des Managements und der Abteilung einzuhalten. Arbeiten in verschiedenen Zeitzonen gehört zum Tagesgeschäft.
**Verantwortlichkeiten**:
Maximierung von Effizienz und Prioritäten der Führungskräfte, einschließlich der Buchung von Terminen, Verwaltung der Aufgaben der Führungskräfte,Pflege häufig wechselnder Termine über Outlook; Sicherstellen, dass der Executive’s Day organisiert und produktiv ist.
Koordination aller Aspekte von Terminen, Besprechungen, Empfängen und Telefonkonferenzen auf Führungsebene, einschließlich Buchung von Räumen, Bestellung von Speisen, Verteilung von Arbeitsunterlagen für Besprechungen, die Zusammenarbeit mit weiteren Mitarbeitenden auf globaler Ebene.
Buchen und koordinieren von Reisearrangements, einschließlich Inlands
- und Auslandsreisen (Flüge, Hotels, Restaurants,Touren und Events) mit dem Reisemanagementsystem Concur (SAP).
Vorbereitung von Besprechungen, Abklärung Zweck jeder Besprechung, Tagesordnung/Agenden vorbereiten, Hintergrundmaterialien abrufen, koordinieren und zusammenstellen, Briefing-Dokumente vorbereiten. Nachbesprechungen bei Bedarf, Koordinierung zusätzlicher administrativer Unterstützung, Ausführen von Folgeaufgaben oder -aktivitäten, Sicherstellung, dass eingegangene Verpflichtungen rechtzeitig erfüllt werden.
Erstellung und/oder Unterstützung bei der Erstellung und Änderung von Präsentationsmaterialien, Tabellenkalkulationen und anderen verschiedenen Dokumenten mithilfe von PowerPoint oder anderen Softwareprogrammen (teilweise firmeninterne Software).
Fungieren als Zeitwächter über Termine, Zeitpläne und Informationen der Führungskräfte und dabei ein höfliches immer souveränes und authentisches Auftreten wahren.
Reisekostenabrechnungen durchführen, abgleichen und verfolgen im Concur-Reisemanagementsystem.
Enge Zusammenarbeit mit dem Führungsteam und weiterer Assistenten*innen auf globaler Ebene, um eine nahtlose Supportumgebung zu schaffen.
Office Management für die Deutsche Niederlassung des Unternehmens mit 120 Mitarbeitern in enger Abstimmung mit dem Managing Director.
**Qualifications**:
5+ years of previous experience supporting senior executives.
**Proficiency with Microsoft Office**: Outlook, Excel, Word, PowerPoint, and SharePoint
Detailed planning, time management, and organizational skills
Exceptional written, verbal, and interpersonal communication skills
Understands and meets deadlines and time-sensitive issues in a fast-paced environment.
Builds relationships with the assistant commun
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