Administrative Assistant to SVP Digital Success & Transformation (f/m/d)

For our Digital department we are seeking the Administrative Assistant to SVP Digital Success & Transformation (f/m/d). The position is located in Heidelberg, Germany.

In this role, you are the trusted administrative backbone for the SVP Digital Success & Transformation, enabling a fast-paced senior leadership agenda to run smoothly, professionally, and with impact. You create the structure, coordination, and reliability that allow the SVP and the wider Digital Success & Transformation leadership team to focus on strategic priorities, stakeholder engagement, transformation delivery, and value creation. You bring order to complexity: you manage competing priorities with calm judgment, anticipate needs before they become issues, and ensure that meetings, decisions, communications, travel, governance routines, and follow-ups are handled with precision and discretion. You work across senior leaders, business stakeholders, and international teams and become a highly trusted point of contact who connects people, information, and action in a dynamic transformation environment.

This is more than a classic administrative support role. It is a high-trust, highly important position at the centre of a transformation agenda, suited to someone who enjoys pace, variety, ownership, and the opportunity to contribute to the effectiveness of a senior executive and the broader leadership team. You will report directly to the SVP Digital Success & Transformation and work in close partnership with stakeholders across the organisation.

Your Next Challenge

• Manage the SVP’s complex calendar with excellent judgement: prioritise meetings, protect focus time, align scheduling with business priorities, and ensure the right topics receive the right level of attention at the right time.
• Coordinate internal and external meetings, leadership reviews, workshops, and governance forums end-to-end:prepare agendas, organise logistics, gather input, track actions, and ensure professional follow-through.
• Plan and organise domestic and international travel, including itineraries, accommodation, and visas where required, ensuring efficiency, compliance, and a smooth executive experience.
• Prepare, format, and coordinate high-quality presentations, briefings, reports, and correspondence for senior leadership interactions, ensuring materials are clear, accurate, and ready on time.
• Act as a reliable interface for the SVP with senior stakeholders across Group functions, regions, and local organisations: manage communication flows, handle requests with discretion, and redirect or escalate topics appropriately.
• Support the rhythm of the Digital Success & Transformation leadership agenda by coordinating recurring meetings, leadership team cadences, decision-making routines, and milestone tracking across priorities.
• Follow up on key actions and decisions from meetings and reviews: maintain visibility on deadlines, owners, and open items, and help ensure commitments are delivered on time.
• Handle administrative processes efficiently and accurately, including purchase orders, invoices, expense claims, approvals, and onboarding coordination linked to the function.
• Maintain confidential information with the highest level of professionalism, judgement, and integrity, regularly handling sensitive topics, executive communications, and organisational information.
• Coordinate team events, workshops, off-sites, and visits by managing logistics and helping create well-run, engaging, and professional experiences.
• Bring structure and continuous improvement to ways of working: identify opportunities to simplify administrative processes, improve coordination, and make the office of the SVP more efficient and effective.
• Contribute positively to a collaborative, international team environment by being dependable, service-oriented, proactive, and solutions-focused in day-to-day interactions.

Your Profile

• You are highly charismatic, energetic and enjoy working in an international environment
• Hands-on experience in an administrative assistant, executive assistant, office management, or senior team support role, ideally supporting senior leaders in an international and matrixed environment.
• Proven ability to manage complex calendars, travel, meetings, and executive priorities with excellent organisation, attention to detail, and sound judgement.
• Strong communication skills in English, both written and spoken: You write clearly, communicate professionally, and interact confidently with stakeholders at all levels of seniority. German knowledge is a plus.
• High level of discretion and trustworthiness: You handle confidential information with maturity, good judgement, and a strong sense of responsibility.
• A proactive, service-oriented, and hands-on working style: You anticipate needs, stay one step ahead, and enjoy making things run smoothly for others.
• Excellent coordination and multitasking skills: You keep track of many moving parts, remain calm under pressure, and deliver reliably even when priorities shift quickly.
• Strong proficiency with common office and collaboration tools: You are competent in using Outlook, PowerPoint, Excel, Teams, and other digital workplace applications.
• Comfort working in a fast-paced transformation environment with exposure to digital, technology, data, or project-driven topics: You do not need to be a technical expert, but you should be comfortable operating in this context.
• Professional presence and stakeholder sensitivity: You know how to engage with senior executives, external contacts, and cross-functional teams in a polished and effective manner.
• A structured and solution-oriented mindset with the ability to improve administrative routines, create clarity, and bring discipline to day-to-day operations.
• Experience supporting leaders in digital, transformation, IT, strategy, or business-facing corporate functions is a strong plus.
• A positive attitude, resilience, and a genuine interest in helping senior leaders and teams succeed.

OUR OFFER

We are convinced that only those who successfully realize their personal goals can also fully contribute professionally. That's why we offer you attractive benefits, such as:

• Flexible working time models with up to 50% remote working within Germany
• 30 vacation days plus additional special vacation days
• Attractive compensation with profit share/bonus, Christmas, and vacation payment
• Multiple learning & development options: support of job-related further training, various technical and leadership development program
• JobTicket, JobBike and further special conditions and discounts for e.g., gyms
• Company fitness room, various sports classes, health, and prevention campaigns
• Individual onboarding with buddy program as well as various networking initiatives (Network of Women, International Network etc.)
• Modern headquarters next to the river Neckar with ergonomic workplaces and height-adjustable desks
• Canteen with discounted and healthy meals
• Bicycle and underground parking with charging stations – for e-bike and car

... and much more.