Team Assistant with German (w/m/d)

About us

TÜV Rheinland is a leading global independent testing service provider with over 150 years of experience and more than 20,000 employees worldwide. Our independent team of experts stand for the quality and safety of people, technology, and the environment in nearly every sphere of life, as well as offering training in a broad range of fields and industries.

In 2018, we created the Shared Service Centres Organization to support our business with three locations: Cologne, Germany; Katowice, Poland; and Dalian, China. As the internal service provider to TÜV Rheinland, the SSC Organization strives for excellence in everything we do. We have a passion for what we do. And we love what we do. Join our dynamically growing team of professionals and a company with long-lasting tradition, firm values, and a courageous vision for the future.

Team Assistant with German ‎(w/m/d)

Workplace: Katowice, Poland (hybrid)

Join our Administration Services Team in Katowice as a Team Assistant to Executive Management! You'll thrive in a dynamic environment, embracing new challenges with ease. Your fast-paced work will be both fulfilling and diverse, spanning various facets of our business. Your key responsibilities include understanding the administrative needs of our stakeholders and proactively delivering exceptional support in areas such as organization, project management, and administration. You'll play a crucial role in assisting our internal partners by arranging travel, coordinating meetings and events, contributing to projects, and crafting essential documentation and reports.

WHAT TASKS CAN YOU EXPECT?

Administrative & Secretarial Services 

• Support the Global Officer and team with operational and administrative tasks (e.g. email correspondence, calendar administration, prepare reports, presentations, agendas, etc.) 
• Sifting, prioritizing, and filing e-mails and other documents as well as taking over correspondence
• Invoice verification, approval, and release as well as account assignment and posting of invoices
• Preparation of presentations and documents (German and English)
• General HR topics (onboarding employees, offboarding employees, update e-mail distribution list, team updates, milestone birthdays, company anniversaries)
• Travel management (planning, booking, visa procurement for international trips) and travel expense reports 

Event & Calendar Management 

• Preparation of stakeholder meetings and workshops (e.g. preparing, attending, and taking minutes at management meetings)
• Coordination of calendars and schedules 
• Supporting the manager with administrative and organizational tasks, e.g., organizing meetings and events
• Creating tasks and checking the status of management meetings

Project & Organizational Support 

• Responsible for decentralized purchasing, procurement of work materials and licenses
• Responsible for Ariba Supplier Management, supplier requirements for procurements 
• Supports the planning of costs and budget and resource controlling, adjustment of forecast and creation of provisions
• Independent development of process optimizations
• Providing administrative support through the delivery of exceptional customer service and quality

WHAT SKILLS AND EXPERIENCES SHOULD YOU HAVE?

• Very good knowledge of English (min. B2) and German (min. B2/C1)
• +5 years of relevant work experience in related field
• University/College Degree
• Strong organizational skills with a service mindset 
• Ability to successfully provide virtual administrative support to teams and partners within a global network 
• Self-starter and capable of getting things done while working both independently and in a team
• Ability to use multiple sources of information to develop solutions and recommendations as well as make suggestions for improvement when problems or opportunities appear
• Technical knowledge and proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) 
• Experience with SAP is an asset
• Some marketing & communication and/ or accounting knowledge is an asset 
• Experience or knowledge of project management is an asset

WHAT CAN WE OFFER TO YOU?

• Stable job based on an employment contract
• Annual bonus
• Hybrid model of work (once per week working from office) and flexible working hours
• A package of benefits available on the benefit platform - private medical care, co-financing of the sports card, discounts and shopping vouchers; the possibility of joining group insurance, accident insurance, additional compensations from the Company Social Benefits Fund based on the internal policies
• Work in a friendly, diverse and high-qualified team with positive and cooperative working atmosphere
• International environment and daily usage of foreign languages
• Real development opportunities
• Direct communication and no formal dress code
• Modern office with innovation space located in Katowice 
• Employee referral program

If you want to join our team and take part in the recruitment process, please apply and send your CV. We are looking forward to working with you!