Executive Assistant

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. 

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