Description

In this role, you will provide essential administrative support to the Managing Director and their team, ensuring smooth operations through efficient travel arrangements, meeting coordination, and communication. Your day-to-day responsibilities will include hosting visitors, tracking tasks, and assisting Japanese expatriates, all while maintaining organized records and managing office supplies.

Requirements

• •Degree in Administration or equivalent experience
• •Proficiency in Microsoft Office and willingness to work with other software (SAP, CRM tools)
• •Strong customer service and administrative mindset
• •Fluency in Japanese, German, and English
• •High level of confidentiality, discretion, integrity, diplomacy, and flexibility
• •Ability to work independently and in a structured manner
• •Full-time availability and strong commitment to being present on-site in Leverkusen

Tasks

• •Provide administrative support to the Managing Director and direct reports
• •Arrange travel and hotel bookings efficiently
• •Handle expense reports and IT requests
• •Coordinate meeting rooms and event arrangements
• •Organize logistics for visiting associates and stakeholders
• •Host visitors and ensure smooth operations
• •Follow up on key milestones and ensure timely communication
• •Track delegated tasks and monitor progress
• •Assist HR with arrangements for long-term expatriates
• •Support internal and external communication for site management
• •Organize meetings, take minutes, and follow up on deliverables
• •Assist Japanese expatriates with professional and personal translations
• •Maintain central filing of departmental records
• •Coordinate training schedules with HR
• •Create and manage purchase orders and vendors in SAP
• •Communicate administrative procedures and policies
• •Manage office supplies and related processes
• •Provide monthly reports on activities and projects

Tools & Technologies