Secretary (m/f/d) - Reference: 74-2024-DFP -

The position holder will be responsible, in particular, for the following tasks:

• Organizing and managing the workflow and business operations in the secretariat, particularly
  • scheduling and organizing appointments,
  • mail handling,
  • file management,
  • managing and ordering office supplies,
  • telephone communication (answering and transferring calls; recording and appropriately handling inquiries and issues) and handling written correspondence,
  • Visitor management,
  • Inventory management, including ordering technical equipment,
  • Organizational preparation and follow-up for meetings,
  • Business travel management,
• Administrative processing:
  • Processing of incoming electronic invoices (indexing in the document management system), including invoice verification,
  • preparation of financial statements,
  • monitoring deadlines,
  • updating signature samples for substantive and accounting authorization, and assisting with the updating of roles and permissions, as well as
• maintaining the intranet site.

The following knowledge and skills are required

• Completed vocational training in administration or business (e.g., Office Communications Specialist),
• Proficiency in using modern and relevant office communication technology and software,
• Practical experience in organizing, coordinating, and managing workflows,
• Experience in document management and records management,
• Good verbal and written communication skills and knowledge of applicable DIN standards,
• Proficiency in spoken and written English.

In addition, the following are desirable:

• Experience in the areas of University Administration and structures,
• an interest in new trends and technologies relevant to the field of work for application within the university.

We expect you to have

• Strong skills in office organization (an independent, structured, and meticulous approach to work),
• communication skills and organizational talent,
• A friendly, professional demeanor,
• A willingness and interest in further professional and personal development,
• Commitment, reliability, and flexibility.

We offer you

• an interesting and challenging field of work,
• flexible and family-friendly working hours in accordance with the applicable employment agreement,
• opportunities for personal and professional development through targeted continuing education and training,
• attractive employee benefits (company pension plan, annual bonus, capital-forming benefits),
• a workplace Health Management program with initiatives to promote employee health, as well as
• the option to use a job ticket.