Role details

Personal / Executive Assistant (m/f)

Wien   •  Permanent

Bullet points

  • Highly attractive Executive / Personal Assistant role
  • Successful investment company with global operational scope

About Our Client

Our client, an internationally operating investment management company, is looking for a new Personal / Executive Assistant (m/f) to support the Managing Director of the Headquarter in Vienna.

Job Description

  • Responsible for all invoices to be issued properly as instructed by the MD, according to Austrian/German regulations
  • Review of all invoices under the Foundations, also requesting invoices and supportive documents from joint venture and other cooperation partners on instruction of the MD to clarify invoice amounts
  • Forward invoices and all correct supporting documents to counter-parties (Compliance Partner/Joint Venture Partners) and following up they have been received
  • On instruction of the MD following up on any inquiries relating to invoices received for the companies
  • Take minutes of meetings and following up on action points
  • Arrange and/or set up meetings and ensure all essential documents are prepared accordingly
  • Secretarialfunctions -performandtakeownershipof aprofessionalstandardoutputonthefollowing:
    • Writing letters according to a professional standard
    • Typing notes on Financial Statements
    • Ensure consistency throughout associated documents
    • Arrange for signatures of documents, send and follow up if the requesting party received the documents
    • Provision of details accurately to counter-parties on instruction of the MD
  • Preparation of reversible expenses and credit card expenses in the required format
  • Make travel arrangements (flights/hotels)
  • Administrativetasks
    • Personal support for the MD - especially when German documents need to translated to English or vice-versa
    • Archiving data storage both physical and electronically
    • Posting in BMD - support the controller on instruction of the MD on carrying out uploading information to the system
  • Office Management: maintain a professional office structure (e.g. furniture, computers, office supplies)
  • Business ManagementProcesses:
    • Using the companies infrastructure to create data rooms for any company upon the instruction of the MD
    • Accurately upload data in to the data rooms
    • Grant desired-permitted user access and user rights
    • Ensure that any data is protected for desired user access
    • Archive and remove old data

The Successful Applicant

  • Successfully completed higher education on university level, preferably in the field of commercial business studies
  • Several years of experience in a similar role with the motivation to develop further
  • Excellent eloquent communication skills
  • Outstanding German and excellent English skills are preconditioned and non-negotiable, other languages such as French, Italian or Russian are beneficial
  • Ability to handle diverse tasks and prioritize in an efficient manner
  • Familiarity with PC skills, in particular Excel, Word and PowerPoint, knowledge of other similar software programs (i.e. BMD) is beneficial
  • Pro-active and hands-on working style
  • Being flexible in the availability after working hours and on the weekends
  • Professional attitude
  • High level of confidentiality
  • Approachable and sensitive towards the MD's and other business partner's requests

What's on Offer

For this position our client offers a minimum annual gross salary of € 40.000,-. Depending on the qualification and experience of the candidate the company is willing to overpay. Additionally, the company offers a range of benefits for every employee, such as extra private medical insurance.

Apply for this job

Click the Apply or LinkedIn or XING button below quoting job reference 11509
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