Administrative assistant - вакансия 172705

Stark Automotive Germany GmbH

Дата обновления: 17.10.2020

Город: Новосибирск

Категория: Секретари / Офис менеджеры / Администраторы

Тип занятости: Не имеет значения

Текст вакансии:

We are a member of a company group that represents Europe's leading online retailer for spare car parts. We are headquartered in Berlin, with branches in 5 countries, and we operate across Europe through a network of more than 3,000 employees. We adopt agile management and open-minded approaches, foster team engagement, proactivity—and of course, results. We have reduced our volume of paperwork and now use a maximum of cloud solutions in combination with a high pace of work. We are looking for an individual with strong analytical skills to support a Deputy Director while also fulfilling the role of an Office Manager. Position goal: reduce cognitive load on the Deputy Director in order to let them work on strategic goals + conduct office management tasks. Regular functions: Supporting a Deputy Director:
Organizing and attending meetings and negotiations, taking minutes and transferring them to Bitrix24, transforming minutes into tasks for those in charge in Bitrix24; Accepting incoming information from the Director, ranking it by category (idea, project, task, action), converting it into SMART-format tasks, and assigning them via Bitrix24 on behalf of the Director; Maintaining tasks in Bitrix24: daily and weekly task summary, deadline control, reminders to those in charge; Work schedule planning: scheduling business meetings, Google Calendar maintenance, mail check; Keeping records on time spent by the Director in dealing with each task, weekly analysis and feedback on how the personal efficiency may be improved; Gathering, processing and summarizing relevant information in the form of reviews, charts, presentations, and tables.
Office Management:
Dealing with all incoming and outgoing mail, drafting letters/requests; Processing internal documentation: making up orders, instructions, control over document signing; Providing travel support to the Director and employees, making visa arrangements; Keeping inventory of stock (including equipment); Managing office supplies and equipment (orders for water/products, consumables, stationery, and equipment; control over orders in the office and meeting rooms, keeping updated records of office expenses and costs); Troubleshooting and preventing potential problems (repairs of office equipment, furniture, control over engineering systems maintenance, liaising with office building services); Assisting with onboarding new employees (reception, conducting brief tours around the office); Helping organize corporate events.
Candidate Requirements:
Сompleted higher education; Strong systems thinking and analytical skills; Ability to search, process and present information in a concise and structured way; Basic knowledge of document management; Touch typing skill; Excellent command of MS office software (Word, Excel, PowerPoint); Professional level of both verbal and written communication skills; Proactive and able to work and make decisions in situations with high levels of uncertainty; Self-organized and able to multitask; Good command of English (verbal and written) - B2 or higher.
Would Be a Plus:
Advanced usage of cloud services and software (e.g., a candidate can share a folder or file on Google Drive, set up a filter in the mail client, or set up Google Calendar so that everyone can see the available slots); Awareness of popular methods of personal effectiveness (GTD, Agile Results, Jedi technique, Gleb Arkhangelsky's method, etc.); Work experience in Bitrix24/Slack; A candidate tried different methods of self-organization and task planners and has an opinion on what works better, and why; A candidate studied or worked abroad.
What We Offer:
A positive team and open-minded CEO; A pleasant working atmosphere; A salary to be discussed, depending on experience and competence; An opportunity to take part in the third-largest e-commerce project in Europe; Professional development programs sponsored by the company; A comfortable office in the center of Novosibirsk (3 minutes walking from the “Ploshad’ Lenina” metro station); Fresh-brewed coffee and fruit Fridays; Cool corporate events.

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