MAIN RESPONSIBILITIES 

Front Office activities 

• Sending post, couriers, registered mail
• Opening, scanning and distributing incoming post
• Reception duties – including meeting and greeting visitors, setting up rooms for meetings, organization of presentations / refreshments etc.
• Organizing lunches, in-office meet & greets, seminar attendance 
• Ordering stationery / paper and supplies for the office 
• Liaising with the landlord, co-tenants and contractors for all office matters 
• Ensuring that all equipment is operational (IT issues excepted)

Other areas 

• Filing of vault documents, retrieval of documents/archive boxes, assisting with the destruction of files as per the current Destruction Policy 
• Updating systems with file retrieval information, newly created files and linking of documents 
• Undertaking file reviews / file inventory monitoring 
• Supporting on projects in relation to data quality

REQUIREMENTS 

• Strong organizational and administrative skills, detail oriented and high-quality standards 
• Proficient use of MS Office, SharePoint and other IT systems (e.g. NavOne) 
• Good problem-solving ability and independent working style 
• Ability to multi-task and work under pressure 
• Strong interpersonal skills, team player and service oriented 
• Flexibility, “can-do” attitude, high reliability, and professional work attitude 
• IT affinity and flair for exploring new technical solutions is an advantage 
• Excellent written and verbal communication skills in German and English is essential.