Team Assistant / Operations Coordinator (m/f) in Darmstadt asap

Please forward your CV to Tom Sander tom.sander @de.randstad.com, via our online portal www.randstad.de or by Mail. If you have any further questions please do not hesitate to contact Mr. Tom Sander.
Randstad Deutschland
Dietmar-Hopp-Allee 14
69190 Walldorf
T +49 (0) 6227- 765 159
M +49 1522 2726018
Tom.Sander@de.randstad.com
www.randstad.de
On behalf of our client we are looking support for the contract department in Darmstadt asap. Please be aware that this position is an assistant / support role.

Meeting Planning
• Manage and liaison with all outside vendors and guests from the offices. Arranges meeting times with appropriate attendees and reserves meeting space. Coordinates hotel, off-site meal reservations and transportation needs, creates schedules and is available to assist with any additional requests
• Manage and facilitate all travel, meeting, and special event activities for business groups within the department. Forecast and create budgets for all meetings and events. Manage all aspects of an event including RFP development, hotel/venue selection, contract negotiation, menu development, production, group travel, ground transportation, pre-meeting and on-site collateral including agendas, in addition to the day-to-day planning.

Administrative Activities
• Provide administrative and related office skills at the highest level of quality,
• Administration of contracts (signature process management, send copy to vendors, tracking, archiving)
• Coordinate and maintain databases and intranet homepage
• Preparation, signature and tracking of Confidentiality Disclosure Agreements (CDAs)
• Create high-level presentation graphics, including color overheads, slides and all electronic presentations, and maintain a library of such graphics, templates and formats.
• Tracks inventory and orders supplies appropriately
• Ensures travel arrangements and schedule business meetings. Coordinate both internal and external meetings as appropriate, including preparation of expense reports
• Apply analytical skills to screening of and routine responses to incoming mail, E-mail, telephone calls and messages.
• Maintain both email and calendar of Head as requested.
• Maintain a confidential, centralized filing system, which is linked to computer network filing structure.
• Compose and prepare routine correspondence independently.

Qualifikationen
• Fluency in English
• 6+ years of related professional experience with senior-level management support or equivalent.
• Proficiency with MS Office software Adobe, SAP, Lotus Notes.
• Biotechnology or pharmaceutical industry experience is highly preferred
• Excellent interpersonal, written and oral communications skills.
• Attention to detail and follow-through a must.
• Ability to treat confidential subject matter as such is a must.
• Professional and pleasant demeanor.
• Reliable, conscientious and discreet
• Tact and good judgment in confidential situations and proven experience interacting with senior management
• Innovative with the ability to conceive and apply creativity and imagination to problem solving and decision making
• Able to work to timelines and efficiently under pressure