Executive Assistant (Maternity Cover)
Location: Hybrid (Remote: Mon, Fri; Office: Tue, Wed, Thu)
Duration: Maternity Cover until February 2027
Languages: English required; German beneficial (Not a dealbreaker)
Role Overview
As an Administrative Business Partner (ABP), acting as an Executive Assistant, you complete administrative tasks such as travel management, expense reports, calendar management, and facilities coordination with some guidance, successfully navigating ambiguity. Supporting 3 directors in the Hamburg region, you use strong judgment and discretion to support your team's and/or site’s projects. You utilize solid communication skills to interact and build rapport with internal and possibly external-facing parties (including external clients). You exhibit the highest standards of confidentiality, with a clear understanding of our policies and procedures.
Key Responsibilities
* Calendar & Meeting Management: Focus on getting calendar done; proactively scheduling, maintaining, and updating calendar events for the supported executive, team, and/or site with consideration for time zone differences. Ensure meeting room, equipment, and attendee list are correct; gather, compile, and create meeting materials (e.g., decks and meeting agendas); assist with professional note-taking and action-item tracking.
* Travel & Expenses: Focus on getting travel bits done; coordinate full end-to-end domestic/international travel (including visas/passports) and provide on-call support during travel. Use Concur for travel and expenses; completing timely expense reports, reviewing and processing invoices, and purchase orders on behalf of executives and/or site.
* Events & Culture: Plan and organize internal and external programs and activities (e.g., team off-sites, site-wide events, business events, tech talks, summits). Collaborate with leadership teams regarding strategic programs around culture, team dynamics, and site effectiveness.
* Facilities: Assess, advocate for, and manage office space needs; liaise with internal partners (e.g., real estate workplace services – REWS) to construct and plan space allocation; may facilitate office moves.
Requirements & Qualifications
* Experience: Minimum of 5 years of administrative experience.
* Background: Experience in Big Tech companies is ideally preferred (e.g., Amazon, ex-Google, or similar multinational environments).
* Technical Skills: Proficiency in Concur for travel and expense management.
* Core Skills: Managing confidentiality, resource planning, relationship building, and event management.
* Traits: Pro-active, independent, self-starter who can navigate ambiguity and select appropriate approaches with minimal guidance.