Executive Assistant

## Description

**Summary**

We are looking for a motivated and versatile individual to join our dynamic R&D department as an Executive Assistant and Office Manager. In this key position, you will act as the central interface between management, internal departments, and external partners, handling a broad range of responsibilities from administration and finance to technical documentation.

## Qualifications

**Responsibilities**

Finance & Accounting

• Preparing bookkeeping entries (account coding) and forwarding to the accounting department
• Maintaining and managing internal Excel spreadsheets
• Monitoring year-end financial closing processes

Export / Import & Commercial Law

• Creating shipment documents and import paperwork
• Basic knowledge of export control regulations and goods subject to reporting requirements
• Monitoring and controlling import documents (customs clearance via agents, primarily UPS)
• Basic knowledge of commercial and trade law
• Authorized signatory (Prokura)

Payroll & HR Administration

• Preparing payroll in line with collective bargaining agreements (BVSU) and negotiation outcomes
• Maintaining and monitoring vacation schedules, entitlements, and leave requests
• Creating and managing time sheets
• Processing sick leave notifications and health insurance reimbursements (AAG)

Office & General Administration

• Supporting management in all administrative matters
• General office and administrative duties
• Managing the switchboard and general correspondence
• Managing bank accounts, credit cards, and petty cash
• Office organization (birthdays, anniversaries, etc.)

Procurement & Order Management

• Placing orders for equipment and operational supplies

Scheduling & Contract Management

• Scheduling and coordination (e.g., notaries, legal counsel)
• Contract management and administration
• Incoming and outgoing mail handling

Reporting & Compliance

• Sustainability reporting
• Compliance reporting

Travel Management

• Booking flights, transfers, and accommodation
• Preparing and submitting travel expense reports

Technical Documentation

• Creating and maintaining bills of materials (BOMs)
• Managing technical documents and records

**Requirements**

• Excellent German and English language skills, both written and spoken
• Basic knowledge of finance and accounting
• Familiarity with export/import procedures and commercial law
• Proficient in MS Office, particularly Excel
• Structured, independent, and detail-oriented working style
• Strong organizational skills and a collaborative approach
• High level of discretion and trustworthiness