temporary executive administrator (m/f) in Wien

Wien, Wien
job type
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job description

Our client is a global engineering, computing, and technology community operating in over 160 countries. The open position of a Temporary Executive Administrator is planned for around 6 months and will be considered for a regular, long-term role depending on the person's performance.

Temporary Executive Administrator (m/f)

Job Summary:  
The overall purpose of this temporary position is to independently manage administration and customer service for the Vienna office.  The incumbent in this position is primarily responsible for maintaining the efficiency of all administrative functions associated with the administration and management of the office, customer relationship management, developing intra-office communication protocols, and inventory control.   The role typically reports to a Senior Director and functions as an individual contributor.  This position works under minimal guidance, uses independent judgment and knowledge to solve moderate issues and escalates them when necessary.
Key Responsibilities:
Specific duties include but are not limited to:
• Responsible for all administrative functions associated with the daily management of the office
• Maintains multiple calendars and schedules; plans meetings and prioritizes all requests
• Handles correspondence via email, phone, regular post etc. Independently reads, proofreads, files, handles calls and routes them for action to relevant persons or OU ; Maintains follow up processes 
• Ensures the Vienna staff has all relevant information to enable them to address correspondence action items on time and within deadlines required. This includes researching, providing analysis and recommendations on sensitivity of topics.
• Maintains and updates travel profiles and travel planning
• Provides support for organizing events for the Vienna office, including social events
• Pro-actively manages appointments; anticipates requirements; schedules resources; coordinates itineraries with other travelers; arranges travel accommodations as necessary.
• Obtains background information/papers/documents/presentations and makes necessary revisions to review in advance of meetings.
• Implements and maintains all files, records, and documentation for the Vienna office, including action items and reminder tickler files.
• Oversees separate budgets for including preparing expense reports, reconciling credit card reports, and submitting reports for payment
• Monitors members’ inquiries or concerns related to customer service, legal matters, external communications, and replacement requests that have been addressed to the Vienna Office; either personally researches background and initiates response, or passes request onto appropriate OU for action.
• Orders supplies and equipment as needed

Education and Experience:
• Associate’s degree in Business Administration or related field or equivalent experience; Bachelor’s degree or college coursework preferred.
• Minimum of 5-6 years previous experience supporting senior level executives in medium to large companies in a dynamic and fast-paced office environment
• Experience with event planning travel logistics, and any other meeting planning services is must.
Skills & Other Requirements: 
• Must be able to project a calm, flexible demeanor and ensures all communications with the Vienna office, both verbal and written, are handled in a professional, thorough, and sensitive manner, especially under pressure.
• Detail-oriented individual, able to evaluate situations to resolve specific problems pressure of tight time-lines.
• Analytical minded with the ability to quickly and efficiently comprehend and manipulate large amounts of information and data, often of a highly confidential and sensitive nature.
• Diverse cultural sensitivity, along with strong interpersonal skills and a confident, outgoing, and customer-oriented demeanor.
• Proven project management skills, problem solving skills and communication, organization and time-management skills required.
• Requires self-confidence, motivation, dedication to the position, decisiveness, flexibility, sound business judgment, and determination.
• Able to work through multiple interruptions, capable of balancing multiple and varied tasks, and handle confidential information with sensitivity and discretion.-
• Working knowledge of Windows, Word, Excel, PowerPoint, Gmail, Internet, Google BusinessSuite Applications
• Good command of the English and German languages both written and verbal.  

Your benefits:
We offer an annual full time salary of minimum 40,000 € gross with a possible overpayment depending on qualifications and experience.
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