Admin Assistant, Senior

KEY RESPONSIBILITIES/ REQUIREMENTS

• Prepares general correspondence spreadsheets reports and presentations with the use of Word Excel and PowerPoint.
• Creates organizes and maintains departmental files electronics files databases and calendars.
• Coordinates domestic and international travel arrangements with the assistance of the companys designated travel agency and complete expense reports following travel.
• Screens phone calls from internal/external vendors and respond to routine information requests.
• Serves as the point of contact for the organization of meetings in the office from external BorgWarner teams and other office-related tasks with the facility manager and third parties.
• Plans schedules and coordinates meetings conferences and other events including preparing related materials/documentation and arranging catering when necessary.
• Processes and tracks incoming and outgoing departmental paperwork i.e. invoices mail general correspondence and coordination of meetings.
• Supports drafting and keeps corporate records for BorgWarners EMEA legal entities; coordinates and maintains corporate housekeeping processes and data administration including entering such data in BWs databases/ files. Obtaining of notary certifications and apostilles and/or legalizations with notaries public commercial registers and alike.
• Coordinates the invoicing process with departmental vendors and the respective finance departments of BorgWarner.
• Able to facilitate BorgWarners documentation process on Sharepoint and alike including non-disclosure agreements and other contracts.
• Handles document translation requests with external parties.
• Assists with other duties and special projects as assigned and provide back-up assistance to peers when necessary.

EDUCATION/EXPERIENCE

• Bachelors degree or completed 3 years vocational business.
• Minimum 5 years of secretarial/administrative experience; prior experience in a global manufacturing company preferred.
• Must feel very comfortable working with an executive leadership team.
• Must have advanced-level software skills in Microsoft Office applications (Word Excel PowerPoint) including ability to type minimum 50 wpm.
• High attention to detail and accuracy and exceptional proofreading and editing skills essential.
• Must have highly developed organizational skills including ability to prioritize handle multiple tasks simultaneously and meet deadlines. Any experience with database software (e.g. Microsoft Access) helpful but not required.
• Professional interpersonal intercultural and written/verbal communication skills required.
• Willingness to take on new assignments and learn (with the support from internally colleagues) how to stretch existing expertise into new areas.
• Ability to work with minimal supervision; demonstrate initiative and make suggestions for departmental process/procedure improvements.
• Ability to manage confidential department information is expected.
• Very good English and German verbally and written.

KEY COMPETENCIES

• Action Oriented Listening
• Learning on the Fly Customer Focus Priority Setting
• Timely Decision Quality Interpersonal Savvy Informing

HAUPTAUFGABEN/ ANFORDERUNGEN

• Erstellung von Korrespondenz Tabellen Berichten und Prsentationen mit Word Excel und PowerPoint
• Pflege von Abteilungs- und elektronischen Dateien Datenbanken und Kalendern
• Organisation nationaler und internationaler Reisen inkl. Spesenabrechnung
• Telefonkontakt mit internen und externen Ansprechpartnern sowie Bearbeitung allgemeiner Anfragen
• Koordination von Besprechungen und Broangelegenheiten mit Facility Management und externen Teams
• Planung und Durchfhrung von Meetings Konferenzen und Veranstaltungen inkl. Materialvorbereitung und Catering
• Verwaltung eingehender und ausgehender Unterlagen (Rechnungen Post Korrespondenz)
• Untersttzung bei der Pflege von Unternehmensunterlagen und Verwaltungsprozessen fr EMEA-Rechtstrger
• Einholung von notariellen Beglaubigungen und Apostillen
• Koordination von Rechnungsstellung mit Lieferanten und Finanzabteilungen
• Untersttzung bei Dokumentenmanagement auf SharePoint und hnlichen Plattformen
• Organisation von bersetzungsauftrgen mit externen Partnern
• Mitwirkung bei Sonderprojekten und Untersttzung des Teams nach Bedarf

AUSBILDUNG/ERFAHRUNG

• Bachelorabschluss oder abgeschlossene kaufmnnische Ausbildung
• Mindestens 5 Jahre Erfahrung im administrativen Bereich idealerweise in einem internationalen Industrieunternehmen
• Sicherer Umgang mit Fhrungskrften auf hchster Ebene
• Sehr gute Kenntnisse in MS Office; mindestens 50 Wrter/Minute Tippgeschwindigkeit
• Hohe Genauigkeit ausgeprgte Lektoratsfhigkeiten und Organisationstalent
• Fhigkeit zur Priorisierung Multitasking und termingerechter Arbeit
• Vorteilhaft: Erfahrung mit Datenbanksoftware (z.B. Access)
• Professionelle Kommunikationsfhigkeit in Deutsch und Englisch
• Bereitschaft zur Weiterentwicklung und bernahme neuer Aufgaben
• Selbststndige Arbeitsweise Eigeninitiative und Diskretion

SCHLSSELKOMPETENZEN

• Handlungsorientiertes Zuhren
• Lernen im Handumdrehen
• Kundenorientierung
• Priorittensetzung
• Zeitnahe Entscheidungen
• Qualitt
• Zwischenmenschliches Geschick
• Informieren

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