Junior Executive Assistant

Location of work:

Darmstadt, Germany

Customer:

EXOSTAFF GMBH

Job Type:

Full Time

Due date for application:

22.11.2024

Exostaff GmbH is a premier provider of specialized space staffing solutions, dedicated to connecting talented professionals with dynamic organizations. Our innovative approach and commitment to excellence make us a trusted partner in the space industry and beyond. We leverage decades of engineering expertise in spacecraft operations and Big Data processing to manage numerous space missions. Adhering to the highest quality and security standards set by national space agencies, we deliver exceptional service and reliability to our clients. We are now looking for a motivated and detail-oriented Junior Management Assistant to join our team and contribute to our continued success. This is a fantastic opportunity for recent graduates to kickstart their careers in the space industry.

Tasks and Responsibilities:

Administrative Support & Record Keeping:

Assist with daily administrative tasks such as answering phones, managing emails, and handling correspondence.

Schedule and coordinate meetings, appointments, and travel arrangements.

Maintain office supplies and inventory.

Prepare and update documents, reports, and presentations.

Manage and organise company files, both physical and digital.

Ensure all documents are properly archived and accessible.

Communication & Customer Service

Serve as a point of contact for internal and external communications.

Draft, proofread, and distribute communications such as emails, memos, and notices.

Coordinate and communicate with various departments and stakeholders.

Handle customer inquiries and provide support as needed.

Maintain positive relationships with clients and partners.

Assist in managing client accounts and follow-up activities.

Project Assistance:

Support the management team with project planning and execution.

Track project progress and provide regular updates to management.

Assist in preparing project documentation and reports.

Data Management:

Collect and input data into databases and ensure the accuracy of information.

Generate and analyse reports as required by the management team.

Assist in maintaining CRM systems.

Event Coordination:

Assist in planning and organising company events, workshops, and training sessions.

Coordinate logistics, including venue booking, catering, and equipment setup.

Learning and Development:

Participate in training programs and workshops to enhance skills and knowledge.

Stay updated with industry trends and best practices.

Show initiative in taking on new tasks and responsibilities.

Financial Assistance:

Assist in basic bookkeeping tasks such as invoicing, expense tracking, and budget monitoring.

Support the finance team with financial reporting and analysis.

Requirements:

Excellent organisational and multitasking skills.

Strong written and verbal communication skills in both English and German.

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Ability to work independently and as part of a team.

Attention to detail and a proactive approach to problem-solving.

Previous experience in a similar role is a plus but not required

What We Offer:

Competitive salary and benefits package.

Opportunities for professional growth and development.

A supportive and collaborative work environment.

The chance to be part of a forward-thinking company.

How to Apply:

If you are a dedicated and enthusiastic individual looking to start your career in management assistance, we would love to hear from you. Please send your resume and a cover letter outlining your suitability for the role to yara.mina@exostaff.de with the subject line “Junior Executive Assistant Application ” Join Exostaff GmbH and take the first step towards a rewarding career in management support. We look forward to welcoming you to our team!