Administrative Assistant at Willdan Energy Solutions assisting with office management duties in Minnetonka, MN. Supporting administrative tasks to ensure smooth operations and office coordination.
About the role
- Senior Office Manager overseeing operations in the Berlin office at Aurora. Managing daily processes and internal team efficiency with a focus on operational excellence.
Responsibilities
- Oversee the internal business operations of the Berlin office, including line management of the Berlin Business Infrastructure & Operations Coordinator and Building & Facilities Officer
- Oversee office efficiency, physical security measures and health and safety compliance, including ownership of the Health & Safety Committee
- Manage all aspects of the office’s space/infrastructure planning (including but not limited to office moves and changes to desk/workstation layout) providing solutions as needed
- Act as a representative of Core functions (People & Culture, Finance, IT, Legal) in the local office, with the ability to triage and refer queries to relevant Core departments for specialist attention and resolution
- Identify and fulfil office supply needs, cultivating, and managing supplier relationships including contract negotiations
- People management, including recruitment, leadership, mentoring, training, and performance management of the Berlin business operations team members
- Keep the Berlin office informed and aligned with the latest policy and process updates, delivering weekly Monday morning updates and emails
- Development and ongoing management of the Berlin office non-pay budget
- Oversee office security, leading on reviewing and improving physical security processes and participating in audits
- Ensure compliance with local regulations and company policies, support the legal department with the timely renewal or implementation of relevant professional insurances for the Berlin office
- Ongoing management of Government subsidies related to office expansion, including liaison with subsidy grantor, finance team, and external tax advisor
- Involvement in global and cross departmental projects as required
- Coordinating internal events as required, such as office-wide strategy day, Christmas party and team socials
Requirements
- Previous experience in an international company in an operational role, ideally in a professional services industry
- Relevant experience across multiple operational disciplines, ideally in project management, finance, consulting, start-ups, or other relevant industry track
- People management experience
- Attention to detail, excellent coordination, time management and organisational skills
- The ability to draft correspondence and to produce well-presented reports, guidance, and instructions
- Strong team player with excellent interpersonal skills and the ability to build effective relationships at all levels
- Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment
- Ability to use initiative, forward think and work under pressure, with a willingness to proactively take on new tasks
- Advanced Microsoft Office skills, particularly Outlook, MS PowerPoint, Excel & Word
- Written and spoken fluency in German (C2 level)
- Proficiency in English (C1 level)
Benefits
- Employee Assistance Programme (EAP)
- Spendit Card
- BVG Job Ticket
- Bike Leasing
- Parental Support
- Flexibility in working hours
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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