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Executive Support Specialist
2 months ago
We are seeking a highly skilled and experienced Executive Support Specialist to provide exceptional administrative support to our Executive Team at Jungheinrich. As a key member of our team, you will be responsible for coordinating executive communications, managing complex schedules, and ensuring seamless day-to-day operations.
Key Responsibilities- Executive Communications: Coordinate and manage executive communications, including responding to emails, interfacing with colleagues and clients, and ensuring timely and effective communication.
- Schedule Management: Manage and coordinate complex schedules, including scheduling meetings, appointments, and travel itineraries, ensuring seamless execution and minimal disruptions.
- Meeting Support: Attend and take minutes of Executive Team meetings, ensuring accurate and timely documentation.
- Facilities Management: Organize and coordinate facilities for meetings, ensuring the Executive Team is well-prepared and has all necessary documentation.
- Office Systems: Develop and maintain efficient office systems, including data management and filing, to ensure seamless day-to-day operations.
- Visitor Management: Meet and greet visitors at all levels of seniority, ensuring a professional and welcoming experience.
- Research and Analysis: Conduct background research and present findings to support Executive Team decision-making.
- Travel Support: Provide support for Executive Team members during overseas visits, ensuring seamless execution and minimal disruptions.
- Document Preparation: Prepare and present documents, briefing papers, reports, and presentations, including proof-reading existing material.
- Team Support: Provide support for other Executive Team members, including travel arrangements and coordination.
- Client and Supplier Liaison: Liaise with clients, suppliers, and other staff, ensuring effective communication and collaboration.
- Confidentiality: Uphold a strict level of confidentiality, ensuring the Executive Team's sensitive information remains secure.
- Proven Experience: Proven work experience as a personal assistant or in a similar role.
- Office Management: Knowledge of office management systems and procedures.
- Technical Skills: Proficiency in MS Office and English language skills.
- Organizational Skills: Outstanding organizational and time management skills, with the ability to multitask and prioritize daily workload.
- Communication Skills: Excellent verbal and written communication skills, with the ability to communicate effectively with colleagues, clients, and suppliers.
- Discretion: Discretion and confidentiality, with the ability to maintain sensitive information.
- Diary Management
- Travel Management
- Project Management
- IT Literacy
- Efficient Office Administration
- Results Delivery
- German Language Skills (Not Essential)
