Executive Assistant (Energy & Administrative Support)

Quick Facts

• Role: Executive Assistant (Energy & Administrative Support)
• Work setup: On-site in Bayreuth; multinational environment

Description

You will provide administrative support for an energy-focused team by organizing and coordinating day-to-day office processes. The role includes booking business travel, arranging workshops and events, coordinating rooms and catering, and supporting leadership with schedules and complex meetings. You will also manage incoming and outgoing mail, office supplies, onboarding support, and training logistics.

Responsibilities

• Organize and book business travel for employees and executives
• Request and compare offers with budget and efficiency considerations
• Support planning and execution of workshops, meetings, and events
• Coordinate rooms, catering, and additional organizational services
• Assist the leadership team with appointment planning and control
• Coordinate complex meetings with internal and external stakeholders
• Ensure efficient scheduling and resource planning
• Handle incoming and outgoing mail
• Order office supplies and work materials
• Support onboarding of new employees
• Organize trainings, continuing education, and occupational safety briefings
• Manage administrative processes and documentation
• Support ordering and procurement processes
• Track contract signatures and approvals
• Handle ad-hoc requests and prioritize competing requirements
• Ensure smooth day-to-day organizational operations in the team

Requirements

• Completed commercial training or comparable qualification
• Several years of experience in assistant/office/administrative environments
• Experience organizing travel, events, and meetings
• Confident use of Microsoft 365 (Outlook, Teams, Word, Excel)
• Strong organizational and communication skills
• High service orientation and discretion
• Structured, independent, and reliable working style
• Ability to prioritize securely even when requirements change
• Resilience and flexibility in a dynamic work environment
• Very good German
• Good English (spoken and written)

Nice to Have

• Additional qualifications in project management
• Knowledge of modern communication technologies