Providing administrative support and reception services in a tax consulting firm located in Mülheim an der Ruhr. Managing office organization and communication while ensuring client satisfaction.
About the role
- Executive Assistant supporting the Executive Team at Hearst Bay Area. Managing administrative and operational duties while ensuring effective communication and coordination.
Responsibilities
- Provide comprehensive administrative assistance to the Executive Team, including managing calendars and scheduling meetings.
- Manage and reconcile receipts in Concur.
- Maintain organized shared folders of departmental reports.
- Support executive participation in marquee events.
- Assist with event logistics and communications.
- Coordinate meeting invitations for companywide and newsroom initiatives.
- Lead company on the office move and ensure the space is organized.
- Oversee distribution of promotional merchandise for initiatives.
- Serve as a point of contact for RTO and Hearst training programs.
- Manage the newsroom workshop archive and ensure it is accessible.
- Draft and distribute staff communications, announcements, and executive messages.
- Assist with the creation of the events newsletter and manage attendee correspondence.
- Report directly to the Publisher and act as a bridge between the executive suite and departmental teams.
- Supervise the Newsroom Executive Assistant and support newsroom scheduling duties.
Requirements
- 5+ years of executive support experience, preferably in media or a dynamic corporate environment.
- Exceptional organizational, multitasking, and project management skills with strong attention to detail.
- Strong written and verbal communication abilities; experience drafting professional messages for internal audiences.
- Proficiency in Google Workspace, Microsoft Office Suite, and Concur expense management systems.
- Proven discretion with sensitive information and professionalism in all communications.
- Event coordination, office management, or staff operations experience is highly valued.
- Collaborative spirit with the ability to anticipate needs and take initiative independently.
Benefits
- Health insurance
- Paid time off
- Professional development
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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