Resilience Guard GmbH is one of the European leading organizations on Business Continuity Management and Risk Management. We are looking for an administrative assistant (50%), who will provide administrative support to the Managing Director while assisting the commercial, research and finance functions as needed.
Managing key office supply contracts (office rent, mobile, etc.).
Preparing Corporate Credit card expenses report
Archiving of banking documents and payable invoices of RG;
Communication and visit to Post Office;
Organization and management of Managing Director’s personal and corporate insurance contracts.
Communication with Financial Institutions, Tax Office, Local Authorities as needed.
Handling of all incoming calls;
Handling of various documentation and distribution of mail/email as needed;
Organisation of courier and mailing services / invoicing control
Organization of MD’s personal and business trips for the rest of the team as well: Flights, hotels, restaurant bookings. Schedule creation and coordination for team trips, conferences. Monthly travel budget planning.
Visas and travel documents for employees/associates , as needed.
Sales/Research administration support & Archiving process
Administration of the contract approval flow and archiving
Sales administration support & Archiving process
Administration of releases, invoices and other documents
Administration of the contract approval and archiving
Entering contracts and other documents in internal PayDox database
Additional ad hoc tasks:
Organization of insurances for employees/associates;
Providing support to the expats in the office, when necessary;
Provide support with office management;
Education: Secretarial/Business/Office Management qualification;
Work experience: minimum 1-2 years of work experience as an administrative assistant preferably in a sales organisation.
Languages: fluent English, German and French (Italian will be considered as an advantage on top of the previous languages).
Personal competencies: strong communication skills, organization and planning skills, attention to details, ability to work under pressure, flexibility and pro-active approach, ability to work in team and independently, good sense of humour. Ability to work with big data spreadsheets. Good analytical skills are an advantage.
Excellent knowledge of software applications (MS Office and Outlook with competent Excel skills and Powerpoint in particular);