Executive Assistant

Objectives of the Position

• Incumbent will be the executive assistant to the Project Service Director in Europe
• Incumbent will also provide office management support to the Project Services team across various international locations.
• Support the department and team members in the efficiently managing their departmental activities
• Support in smooth operation of the department by way of organizational, IT, budget, PO, business re-imbursables and travel management support

Main Tasks

• Work as Executive Assistant to Project Service Director in Europe
• Support in preparation of Executive level slides
• Support with Cost center Yearly Hourly Planning and Monthly Budget Analysis using Power BI
• Organizing and planning PS workshops, event and meetings (e.g. communication workshop, jour fixe, team meetings, event planning)
• Coordinating and preparation of group meeting agenda, support in preparing for the meeting and taking the meeting notes
• Support in SAP (set up, follow up with Berlin, hourly booking, providing SAP / network access, creating POs, business re-imbursables)
• Support of ordering office inventory and site equipment such as office materials, PPE, refreshments and flowers through the BASF systems
• Support in setup and maintenance of MS teams channels. group organization charts
• Setting up GE onboarding plan and required add on (IT equipment, soft phone, and mobile ordering)
• Support the PS team members in IT requirements (Order return and management of IT equipment)
• Support in Travel management
• Carry out new Visitor registration, Provide Help Desk Support where necessary

Minimum Education and Qualification Required for the Position

• Education: Graduate degree in any work stream, master’s degree is preferred
• Working Experience:
  • Minimum 5 years work experiences in working as executive assistant and office manager
  • Experiences in engineering industry is preferable.
  • Experience in Handling / dealing with international customers / clients is preferable.
• Technical & Professional Knowledge:
  • Core skills: Proficient command of spoken and written English skills is mandatory.
  • Additional German language skills will be an added advantage
  • Knowledge of SAP and other IT tools incl Power BI & Web based Tools is needed
  • Skilled and experience in relevant software/tools like MS Projects, MS Office and SAP.
  • Advanced /Executive Level Power Point Preparation is a must