Executive Assistant Global Infrastructure (m/f/d)

Your Assignments

Executive Administrative Support

• Provide high-level administrative support to the Executive (SVP) as a top priority, while also supporting direct reports and key stakeholders as needed.
• Manage complex calendars, including scheduling, rescheduling, and prioritizing meetings across multiple time zones.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents with meticulous attention to detail and in accordance with company guidelines.
• Organize and maintain confidential files, records, and databases, ensuring data integrity and compliance with company policies.
• Record and distribute meeting minutes, action items, and follow-ups, ensuring timely completion and accountability.

Advanced Travel & Event Management

• Arrange complex domestic and international travel, including flights, accommodations, ground transportation, visas, and detailed itineraries.
• Plan, coordinate, and execute team meetings, offsites, workshops, and corporate events, including venue selection, catering, logistics, and technology setup.
• Organize Townhalls and prepare materials for the townhalls coordinating input from various team members.

Expense & Budget Management

• Prepare, review, and reconcile expense reports for the executive, ensuring compliance with company policies and timely reimbursement.
• Track and manage executive budgets, including travel, events, and discretionary spending.

Project & Process Support

• Support executive-led projects, including research, data analysis, and coordination of cross-functional teams.
• Oversee onboarding and offboarding processes for executive team members, ensuring all access, equipment, and documentation are in place.
• Manage procurement requests, monitor incoming invoices, and resolve disputed transactions in collaboration with relevant departments.
• Maintain and update distribution lists, organizational charts, and team resources.

Technology & Systems Management

• Ensure the executive is equipped with the necessary technology, tools, and system access.
• Troubleshoot basic IT issues and coordinate with IT support as needed.
• Maintain and update intranet pages, team sites, and shared drives.

Your Profile

• Proven experience as an executive assistant or similar role supporting C-level executives.
• Advanced proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, Outlook, SharePoint).
• High degree of IT affinity and the ability to quickly familiarize yourself with new tools.
• Ability to work independently, prioritize tasks, and manage multiple projects simultaneously.
• High degree of professionalism, discretion, and integrity as well as exceptional organizational, communication, and interpersonal skills.
• Excellent English and German skills

Mindesteingruppierung/Minimum Grading:

E 10 (K)