Executive Assistant

About This Role

• Role Overview: We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support for our VP & General Manager.
• In this role, you will be the backbone of our operations, managing essential business processes, facilitating contracts, and ensuring the smooth day-to-day functioning of our team.
• You will interact with internal systems, coordinate cross-departmental requirements, and handle vital logistics for our operations in Germany.
• Key Responsibilities: Procurement & Order Management: Manage the end-to-end purchasing process in Oracle, including creating Purchase Orders, processing goods receipts, and coordinating with Accounts Payable.
• Supplier & Contract Administration: Facilitate supplier setups via our CVA team.
• Oversee the contract lifecycle, including generating standard NDAs in Apttus and managing internal approvals, signatures, and renewals.
• Travel & Expense Management: Oversee travel planning via Egencia and manage expense reporting.
• Logistics & Facility Coordination: Handle mail distribution across German locations, manage shipping documentation (Oracle), and coordinate package collection with local forwarder.
• Office Operations: Oversee office inventory, including ordering office supplies and coordinating refreshments through facility services (CBRE).
• Event Planning: Coordinate and document company events, ensuring proper alignment with Finance and Tax compliance requirements.
• Candidate Profile: You are dedicated, open to new topics, fluent in German and English, and enjoy working within an international team.
• You are highly flexible and accessible to your manager in urgent matters.
• You handle confidential information with discretion, are experienced with different IT systems and internet research, bring at least 5 years of relevant professional experience.
• A completed vocational training (Berufsausbildung) is a fundamental requirement; a university degree is welcome.
• We will also consider qualified applicants with arrest and conviction records consistent with local law.
• If you are located outside USA, please be sure to fill out a home address as this will be used for future correspondence.