This is a remote position.

Administrative Assistant

The Opportunity

We are recruiting on behalf of our client for an experienced and highly organised Administrative Assistant to provide comprehensive support to a busy professional team of up to 20 people.

This is a varied and fast-paced position requiring excellent coordination, communication and prioritisation skills. You will play a key role in keeping the team organised and ensuring meetings, travel, events and administrative processes run smoothly.

The role is offered on an initial 12-month, part-time contract, working between 20 and 30 hours per week.

What You Will Be Doing

• Manage complex individual and team diaries using Microsoft Outlook and internal room-booking systems.
  
• Coordinate internal and external meetings, video conferences and teleconferences across multiple locations and time zones.
  
• Liaise professionally with clients, colleagues, senior stakeholders and external service providers.
  
• Arrange meeting rooms, catering, audiovisual support and other practical requirements.
  
• Organise domestic and international travel, including flights, rail travel, accommodation, conferences and seminars.
  
• Coordinate visa applications and prepare detailed travel itineraries, schedules and contact information.
  
• Complete and submit travel and personal expense claims accurately and within the required deadlines.
  
• Investigate and resolve outstanding expense queries.
  
• Maintain accurate client and internal contact records within Salesforce and other business systems.
  
• Monitor incoming enquiries and distribute reports, publications and supporting materials when requested.
  
• Manage incoming correspondence, responding directly where appropriate or directing queries to the correct person.
  
• Prepare professional emails, documents, reports and PowerPoint presentations.
  
• Maintain organised and accurate electronic and physical filing systems.
  
• Provide printing, scanning and document-production support when required.
  
• Raise and monitor IT support requests, liaising with local and international technology teams until issues are resolved.
  
• Prepare workspaces for international visitors and act as their main office contact during their visit.
  
• Provide administrative cover for colleagues during periods of holiday or absence.
  
• Support the team at company-organised conferences and events.
  
• Manage internal, external and virtual events from initial planning through to delivery.
  
• Coordinate venues, supplier agreements, catering, speaker arrangements, calendars and onsite logistics.
  
• Respond promptly and professionally to internal and external calls and emails.
  
• Undertake additional administrative and coordination duties as needed to support the wider team.
  

Requirements

What We Are Looking For

The successful candidate will be confident, articulate and comfortable communicating with people at every level. You will be proactive, dependable and able to remain organised while managing several competing priorities.

You will ideally have:

• Previous experience providing administrative support to a large team, department or senior stakeholder group.
  
• Strong diary management, meeting coordination and travel-booking experience.
  
• Excellent organisational skills and the ability to manage multiple deadlines.
  
• A proactive and self-motivated approach, with the confidence to take ownership of tasks.
  
• Excellent written and verbal communication skills.
  
• Strong business writing, grammar and document-preparation skills.
  
• A professional telephone manner and excellent interpersonal skills.
  
• The confidence to communicate with senior internal and external stakeholders.
  
• Strong attention to detail and a consistent commitment to accuracy.
  
• The ability to work effectively both independently and as part of a collaborative team.
  
• Flexibility and a willingness to assist with changing priorities and additional responsibilities.
  
• The judgement and discretion required to manage sensitive and confidential information.
  
• The ability to learn new processes, systems and technology quickly.
  
• Strong working knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
  
• Experience using Salesforce or a similar CRM system would be advantageous.
  
• Event coordination experience would also be beneficial.
  

The Person

You will be a positive and resourceful administrative professional who enjoys working in a busy, team-focused environment. You will remain calm under pressure, anticipate what needs to be done and build strong working relationships with colleagues, clients and external partners.

A genuine interest in learning about the organisation and the work of the wider team will be important to your success.

Contract Details

• Initial 12-month contract.
  
• Part-time position.
  
• Between 20 and 30 working hours per week.
  
• Based in Germany.
  
• Supporting a professional team of up to 20 people.
  

Apply Now

This is an excellent opportunity for an experienced Administrative Assistant seeking a substantial part-time contract within a fast-paced, professional and internationally connected working environment.

Please apply with your current CV, details of your availability and your preferred number of working hours per week.