Business & Project Assistance Specialist

Company Overview

MERMEC Deutschland GmbH, a member of the internationally renowned MERMEC Group since 1970, is part of ANGEL, Italy's largest private high-tech holding. The Group is a leader in advanced technologies for rail transport—including signalling, train and system measurement, electric traction, and telecommunications—and holds a broad portfolio of optoelectronic systems designed and manufactured internally. With operations in 73 countries and a workforce of over 2,500 experts across seven strategic business sectors, MERMEC is committed to intelligent technological solutions improving safety, efficiency, and sustainability in critical infrastructure especially railways and transportation.

Role Overview

The Business & Project Assistance Specialist supports local leaders and business stakeholders by managing the coordination of meetings, communications, documentation, and organizational tasks. Acting as a pivotal communication hub, the role bridges internal teams, vendors, visitors, and partners to ensure smooth and timely execution of business and project activities. This position is ideal for someone skilled in structuring busy work environments, maintaining clear and organized information flows, and facilitating professional stakeholder support.

Key Responsibilities

• Offer administrative and coordination support to local management and project stakeholders.
• Serve as the central point for communication and follow-ups for both internal and external parties.
• Manage scheduling and organization of meetings, workshops, reviews, visits, and alignment sessions.
• Prepare meeting agendas, presentations, briefing materials, participant guides, and follow-up summaries.
• Monitor and track action items, responsibilities, deadlines, and ensure timely stakeholder engagement.
• Maintain project documentation including task lists, contact databases, status reports, and filing systems.
• Provide transparency by keeping coordination trackers and priority overviews current.
• Facilitate information flow between management, administrative teams, project groups, and other departments.
• Assist with travel logistics including booking support, itinerary creation, and scheduling coordination.
• Coordinate with external service providers, suppliers, visitors, and partners on administrative and organizational matters.
• Drive improvements in administrative procedures, templates, communications, and coordination processes.

Required Qualifications and Skills

• Completed commercial training, business administration education, or equivalent professional experience.
• Proven background in business or project assistance, office coordination, management support, or closely related roles.
• Strong skills in organizing meetings, preparing official documents, coordinating multiple stakeholders, and managing pending tasks.
• Excellent organizational ability with a detail-oriented, structured, and dependable approach.
• Capacity to multitask effectively, prioritize responsibilities, and meet deadlines.
• Excellent interpersonal and communication skills with a professional and service-minded attitude towards internal and external contacts.
• Competency in handling correspondence, accustomed to document formatting and stakeholder communications.
• Fluent in German and proficient in English, both spoken and written.
• Advanced user of MS Office products, notably Outlook, Word, Excel, and PowerPoint.
• Experience with collaboration tools such as Teams, SharePoint, or shared network folders is a plus.
• Upholds confidentiality and exercises responsible discretion in managing sensitive information.
• Self-driven, solutions-focused, and able to work independently or collaboratively within a team.
• Friendly, composed, and clear communicator adept at structuring workflows in busy environments.
• Adaptable with willingness to adjust to evolving business needs and diverse stakeholder requirements.

Employment Details & Benefits

• Permanent full-time contract.
• Hybrid working arrangement offering up to 10 remote workdays monthly, with minimum two days onsite per week.
• Dynamic and multicultural workplace setting.
• Comprehensive onboarding and continuous development programs.
• Intercultural training and employee support.
• Additional perks including monthly meal vouchers or restaurant tickets, 50 EUR monthly non-cash benefit, biennial health and well-being budget up to 250 EUR covering eyesight aids and health services, special leave for personal events, and access to corporate benefits.

Additional Information

Joining MERMEC means contributing to environmentally conscious transportation technology advancements, working within a global group dedicated to innovation and inclusivity that values diversity across ethnicity, gender identity, sexual orientation, nationality, religion, and disability. The company fosters a respectful culture of compliance and integrity while offering numerous career opportunities in various technical and operational fields. Candidates interested should submit their resumes in English or German for consideration, with shortlisted applicants proceeding through up to two interview rounds to evaluate mutual fit and values.