Responsibilities:
- Prepare and edit correspondence, reports, presentations, and meeting materials with accuracy and attention to detail.
- Draft meeting agendas, take minutes, and track actions to ensure timely follow-up and completion.
- Support procurement and budget processes, including purchase order creation, cost tracking, and vendor coordination.
- Manage confidential information and sensitive communications with discretion and professionalism.
- Provide proactive diary, inbox, and travel management for the Global Head of Operations Projects and senior leaders.
- Develop and maintain dashboards and reports in Power BI to monitor project performance, financials, and operational metrics.
- Use Excel to analyse data, identify trends, and summarise key findings into clear, actionable insights.
- Prepare concise executive summaries and presentations highlighting key points and recommendations.
- Ensure data integrity and consistency across multiple reporting sources.
- Act as a central coordination point for the global OP team, supporting collaboration across time zones and regions.
- Organise and coordinate global meetings, workshops, and events — including logistics, agendas, materials, and follow-ups.
- Maintain up-to-date team documentation, organisational charts, and contact directories.
- Draft and distribute team communications, newsletters, and leadership updates to promote engagement and transparency.
- Contribute to a positive, inclusive, and high-performing team culture.
- Maintain and structure team repositories in SharePoint, ensuring clear organisation, version control, and easy access to information.
- Support governance documentation — including project roadmaps, steering committee packs, and decision logs.
- Create professional, visually compelling presentations in PowerPoint to support senior leadership reporting.
- Coordinate governance and project management meetings, including scheduling, materials, and action tracking.
- Support internal process improvement initiatives and documentation.
- Collaborate with IT, HR, Finance, and Facilities teams to support operational alignment and project execution.
Knowledge and Skills
- Proven experience as an Executive Assistant, Project Coordinator, or Team Support professional in a global or complex organisation.
- Advanced skills in Power BI, Excel, SharePoint, and PowerPoint.
- Strong analytical and summarisation skills — able to interpret data and extract key insights for senior stakeholders.
- Excellent written and verbal communication skills, with the ability to produce clear, concise, and impactful summaries.
- Fluent in English; German language skills (spoken and written) are highly desirable.
- Outstanding organisational skills, attention to detail, and the ability to manage multiple priorities simultaneously.
- Professional, proactive, and collaborative working style with strong interpersonal skills.
- Experience in an IT or project-based environment preferred.
If you are excited about this role but your experience does not align perfectly with everything outlined, or you don’t meet every requirement, we encourage you to apply anyway. You might just be the candidate we are looking for!
