Office Manager and Assistant to CEO (f/m/d)

  • DOC Research Institute
  • Berlin, Germany
  • Jan 08, 2020
Full time Admin-Clerical

Job Description

Purpose of the position

Handling a wide range of administrative and executive support related tasks with ability to work independently with little or no supervision

Main Duties

 

  • Manage, coordinate and maintain calendar of CEO including appointments, meetings and travel;
  • Responsible for organising of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas;
  • Responsible for organising CEO travel and logistics including flights, visa requirements, hotel accommodation, meeting schedules while travelling and completing expenses;
  • Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting;
  • Serve visitors by greeting, welcoming, directing and announcing them appropriately;
  • Answer, screen and forward any incoming phone calls while providing basic information when needed;
  • Receive and sort daily mail/deliveries/couriers;
  • Dealing with correspondence, complaints and queries;
  • Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges);
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.;
  • Using a range of office software, including email, spreadsheets and databases;
  • Managing filing systems and databases;
  • Implementing and maintaining procedures/office administrative systems;
  • Manage office G&A budget, ensure accurate and timely reporting;
  • Manage contract and price negotiations with office vendors, service providers and office lease;
  • Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time;
  • Organizing the office layout and maintaining supplies of stationery and equipment;
  • Maintaining the condition of the office and arranging for necessary repairs;
  • Writing reports for senior management and delivering presentations;
  • Reviewing and updating health and safety policies and ensuring they are observed;
  • Arranging regular testing for electrical equipment and safety devices;
  • Support in preparing our internal and external events;
  • Preparation of PowerPoint presentations and similar;
  • Translation from English into German and from German into English

Qualifications

 

  • Successfully finished apprenticeship in accommodation industry or similar;
  • Proven working experience in Office Management, Administrative or Assistant experience;
  • Experience working with a variety of public, private, and non-profit organizations;
  • Attention to detail and problem-solving skills and aability to organize, multitask, priorities and work under pressure
  • Excellent written and verbal communication skills;
  • Professional appearance;
  • Ability to be resourceful and proactive in dealing with issues that may arise;
  • Proficiency in English and German language; additional language skills are a benefit;
  • Strong diplomatic skills as well as time-management, problem-solving skills;
  • An open and participative style;
  • Ability to think creatively and innovatively, be proactive and able to take the initiative;
  • Budget-management skills and proficiency, be able to work within a budget;
  • An effective approach to managing key networks and relationships;
  • Strong corporate ethos and effective team member, able to achieve an appropriate balance between organization positioning interests and satisfaction of participants;
  • Resilient and able to work under pressure. Proficient with Microsoft Office Suite;

What we offer

The opportunity to take part in building the next big Think Tank

Interesting position in a growing organisation

Highly motivated professional and international team

A modern office space in the historical center of Berlin

International work environment

English as the office language

An attractive remuneration package

Company pension scheme

Flexible working time

Team events

 

Please apply in English (CV, motivation letter) via the online tool on our website –  www. doc-research.org –  where you can also get more information about the organisation. Please indicate your earliest availability and salary expectations.

Your contact is recruiting@doc-research.org