Administrative Assistant - 12-Month Part-Time Contract (20-30 Hours/Week)

Position Overview

We seek a skilled and organised Administrative Assistant to join a dynamic professional team of up to 20 members. This role, based in Germany, offers a 12-month contract with part-time hours ranging between 20 and 30 per week. You will play an essential role in ensuring efficient coordination of meetings, travel arrangements, events, and comprehensive administrative activities within a fast-paced environment.

Key Responsibilities

• Efficiently manage complex individual and group calendars using Microsoft Outlook and internal room-booking platforms.
• Organize and coordinate meetings, video conferences, and teleconferences across various locations and time zones.
• Engage professionally with clients, colleagues, senior stakeholders, and external vendors.
• Arrange meeting logistics including room bookings, catering, and audiovisual needs.
• Plan domestic and international travel including flights, rail, accommodations, conferences, and seminars.
• Handle visa coordination and prepare detailed travel itineraries, schedules, and contact lists.
• Prepare and submit travel and personal expense claims punctually and accurately; investigate any outstanding expense queries.
• Maintain detailed client and internal contact information in Salesforce and other business applications.
• Manage incoming inquiries, distribute reports and materials as required.
• Oversee incoming correspondence, responding appropriately or redirecting to relevant team members.
• Draft professional emails, reports, documents, and PowerPoint presentations.
• Maintain organised filing systems, both digital and physical, including printing and scanning support.
• Liaise with IT support teams locally and internationally, raising and following up on support requests until resolution.
• Prepare workspaces for international visitors and serve as the main office contact during their stay.
• Provide administrative cover for colleagues during absences.
• Support company conferences and events including full event management from planning to execution, coordinating venues, suppliers, catering, speakers, and onsite logistics.
• Respond swiftly and professionally to internal and external communications.
• Perform additional administrative and coordination duties to support the wider team as needed.

Candidate Profile and Requirements

• Proven experience supporting a sizable team, department, or senior stakeholder group in an administrative capacity.
• Expertise in diary management, meeting coordination, and travel arrangements.
• Strong organizational skills with the ability to juggle multiple deadlines effectively.
• Proactive, self-motivated, and confident in task ownership.
• Exceptional written and verbal communication aptitude with high standards in business writing and grammar.
• Professional phone etiquette and excellent interpersonal abilities.
• Comfortable engaging with senior internal and external stakeholders.
• Meticulous attention to detail and commitment to accuracy.
• Ability to function independently and collaboratively within a team.
• Flexible attitude and willingness to adapt to shifting priorities and responsibilities.
• Sound judgment and discretion when handling confidential information.
• Quick learner of new processes, systems, and technologies.
• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with Salesforce or comparable CRM systems is advantageous.
• Event coordination experience is a plus.

Additional Information

• This is a part-time, temporary contract position based in Germany.
• The role supports a professional team comprising up to 20 individuals.

Application Instructions

This opportunity is ideal for an experienced Administrative Assistant seeking a substantial part-time contract within an international and professional environment. Interested applicants should submit their current CV along with availability details and preferred weekly working hours.