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Assistant* to HQ & Global Legal functions

Darmstadt
DE

 

Location: Darmstadt

 

Looking for an opportunity to join an international and diverse team?

 

We are looking for an assistant* in the HQ legal team to support the HQ and Global Legal functions with a special focus on legal controlling & legal budget administration. The successful candidate* will provide high-quality administrative and personal assistance in a timely and professional manner.

 

As an extremely organized professional, you will manage your daily schedule and perform well in a global environment with cultural sensitivity and interpersonal skills. This position reports directly to SVP, Global Legal & General Counsel and provides executive support on administrative and controlling topics.

 

 

YOUR RESPONSIBILITIES 

 

  • Broad variety of administrative tasks including legal calendar and agenda management, composing and preparing information and correspondence that is sometimes confidential, etc.
  • Respond promptly to queries to the HQ legal team and support the daily business
  • Manage information and communication flow to the SVP and other internal stakeholders in a timely and accurate fashion 
  • In particular:

 

    • Administration
      • Support of the legal team regarding various administrative and organizational tasks (e.g. mail processing, obtaining approval for orders, vacation requests, etc. based on the company's internal processes including follow-up)
      • Appointment and travel planning including travel expense accounting
      • Preparation of presentations, support in administration of various approval processes
      • Organization of notary appointments including preparation/follow-up and invoice verification
      • Organization, preparation and follow-up of meetings, conference calls and events (mainly internal, partly international)
         
    • Controlling
      • Budget planning and control (including preparation of a monthly report, follow-up of IT costs) for the legal department in coordination with the cost center manager
      • Invoice control and account assignment, reconciliation with purchase orders and budget
      • Budget planning and control of legal and consulting fees worldwide
      • Reconcile quarterly accruals, deferrals based on cost center report including audit

 

 

YOUR PROFILE 

 

  • Two to four years professional experience in executive office or administrative support areas, e.g. commercial education as management assistant, European secretary or similar
  • First relevant professional experience in assistance at Vice President/executive board level, experience in the financial sector and legal department an advantage
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail and a quick grasp of business issues
  • Very strong interpersonal skills and the ability to build relationships
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Loyalty, confidentiality, discretion and team orientation
  • Expertise with Microsoft Office especially PowerPoint, Excel, Word
  • Experience in working with SAP
  • Excellent written and oral skills in German and English 
  • Fun in optimizing processes, working as an assistant and aspirations to learn and grow in an exciting business environment

 

 

INTERESTED?

 

Please only apply online. Your application should include a short motivation letter, a CV and your references.

 

Your contact:

 

Seline Müller, Associate Manager HR Recruiting, Tel.: +49 (0) 681 210 - 3729

 

* f/m/d – diversity matters!

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Jobsegment: Consulting, ERP, Administrative Assistant, SAP, Law, Technology, Administrative, Legal