Administrative Assistant (m/w/d)

Role Summary:

As an Administrative Assistant, you will provide high-quality administrative and organizational support to two Vice Presidents, helping them prioritize and coordinate day-to-day business activities. You will manage executive schedules, meetings, travel, reporting and communication while serving as a central coordination point across departments and stakeholders. Working with independence and discretion, you will help maintain oversight of management priorities, decisions, deadlines and follow-up actions.

We want you to:

• Manage the calendars, appointments and priorities of two Vice Presidents, ensuring effective scheduling and preparation for key meetings and business activities.
• Coordinate business travel, accommodation, itineraries, meetings and related administrative requirements.
• Organize Senior Management Committees and other leadership meetings, including agendas, documentation, distribution of materials and follow-up actions.
• Act as a central coordination point for incoming requests, prioritizing topics and directing matters to the appropriate stakeholders.
• Identify administrative and organizational matters that can be resolved independently, minimizing unnecessary escalation.
• Coordinate multiple business initiatives and management priorities, keeping track of key milestones, deadlines, deliverables and agreed actions.
• Facilitate cross-functional collaboration by connecting stakeholders, coordinating information flows and supporting alignment across departments.
• Prepare and consolidate management presentations, briefing materials, reports, meeting documents and other executive-level materials.
• Support regular and ad-hoc senior management reporting and coordinate information requirements with regional teams, headquarters and relevant stakeholders.
• Maintain an overview of management decisions and agreed actions, following up with stakeholders to support timely completion.
• Coordinate internal correspondence, presentations, announcements, talking points and other written communications.
• Support selected strategic, organizational, culture and leadership initiatives through meeting coordination, documentation, communication and follow-up.
• Conduct background research and prepare concise summaries or briefing materials on relevant business and market topics when required.
• Handle internal and external correspondence and confidential documents, records and information professionally and with discretion.
• Process administrative requirements such as purchase requests, invoices, expenses and travel documentation where applicable.
• Respond to ad-hoc organizational, administrative and business-related requests as required.

About you:

• Bachelor's degree or equivalent; the source job description also references an MBA.
• Minimum 2 years of experience in a related position or specialization.
• Experience or exposure to strategy, presentations and written and verbal communication.
• Strong planning and organizational skills, with the ability to prioritize complex work effectively and efficiently.
• Good track record of managing projects.
• Competence in standard office software and equipment used to support business processes.
• Ability to work comfortably with ambiguity, take initiative and solve problems with a results-focused mindset.
• Ability to manage complex and sometimes contradictory information while maintaining accountability for commitments.

We offer:

• A competitive salary and benefits package
• Flexible working time: Position is open to both full-time (100%) or part-time (80%). We welcome applications for both.
• Hybrid remote working policy and flexible working hours.
• Company Car and Fuel Allowance
• Car sharing and family lease mobility program
• Complimentary daily lunch at our canteen and subsidized breakfast options
• Complimentary gym access and the opportunity to join various sporting clubs
• Family Support Programs
• Capital Forming Benefits Support
• Highly international working environment