Executive Assistant

Objectives of the Position

• Incumbent will be the executive assistant to the Project Service Director in Europe
• Incumbent will also provide office management support to the Project Services team across various international locations.
• Support the department and team members in the efficiently managing their departmental activities
• Support in smooth operation of the department by way of organizational, IT, budget, PO, business re-imbursables and travel management support

Main Tasks

• Work as Executive Assistant to Project Service Director in Europe
• Support in preparation of Executive level slides
• Support with Cost center Yearly Hourly Planning and Monthly Budget Analysis using Power BI
• Organizing and planning PS workshops, event and meetings (e.g. communication workshop, jour fixe, team meetings, event planning)
• Coordinating and preparation of group meeting agenda, support in preparing for the meeting and taking the meeting notes
• Support in SAP (set up, follow up with Berlin, hourly booking, providing SAP / network access, creating POs, business re-imbursables)
• Support of ordering office inventory and site equipment such as office materials, PPE, refreshments and flowers through the BASF systems
• Support in setup and maintenance of MS teams channels. group organization charts
• Setting up GE onboarding plan and required add on (IT equipment, soft phone, and mobile ordering)
• Support the PS team members in IT requirements (Order return and management of IT equipment)
• Support in Travel management
• Carry out new Visitor registration, Provide Help Desk Support where necessary

Minimum Education and Qualification Required for the Position

• Education: Graduate degree in any work stream, master’s degree is preferred
• Working Experience:
  • Minimum 5 years work experiences in working as executive assistant and office manager
  • Experiences in engineering industry is preferable.
  • Experience in Handling / dealing with international customers / clients is preferable.
• Technical & Professional Knowledge:
  • Core skills:
    1. Proficient command of spoken and written English skills is mandatory.
    2. Additional German language skills will be an added advantage
    3. Knowledge of SAP and other IT tools incl Power BI & Web based Tools is needed
    4. Skilled and experience in relevant software/tools like MS Projects, MS Office and SAP.
    5. Advanced /Executive Level Power Point Preparation is a must