Senior Administrative Assistant with German (salary grades 7-8)

MAKE HISTORY WITH US!

At PMI, we've chosen to do something incredible. We're totally transforming our business and building our future on smoke-free products with the power to deliver a smoke-free future.

With huge change, comes huge opportunity. So, wherever you join us, you'll enjoy the freedom to dream up and deliver better, brighter solutions and the space to move your career forward in endlessly different directions.

JOIN US!

WHO ARE WE LOOKING FOR?

• 2+ years hands-on administrative experience supporting individuals, small teams, or departments with day-to-day tasks

• Fluent English and German language (including business vacabulary)

• Excellent administrative skills in document editing, proofing, formatting, and production
• Strong organizational skills in data entry, paper/electronic document filing/archiving, and scheduling/coordinating meetings, diaries, travel arrangements, travel expenses, and transfers
• Advanced Problem-Solving: Proactively identify and resolve complex administrative issues, ensuring smooth operations and minimizing disruptions
• Experience in organizing business trips including documents, logistics, accommodation, and ensuring appropriate permits
• Ability to attend meetings and create protocols and summaries based on them
• Excellent communication skills for ordering office supplies, managing inventory, and coordinating approvals in CLM/Coupa/Adobe/SAP
• Budget management experience in preparing budget spend/forecast - Finance and supporting financial statements - legal/tax
• Proficiency with tools such as SAP, Concur, Concur Travel/OBT Amex, Coupa, VMDM, IMDL, SIGA, Icertis, and Mentimeter
• Event coordination skills to plan and execute high-profile events, ensuring all logistical details are managed effectively

• Fluent English language (including business English)

WHAT WE OFFER YOU?

• Private medical and dental care, life insurance
• Sodexo lunch card
• Hybrid model of work (40% of working in the office and 60% of working from home/month) and flexible working arrangements
• Employee pension plan
• Multisport program
• Cafeteria program
• Wide range of trainings, optional language classes, further education and professional qualification support possibility
• Free bike and car parking for all employees

HOW CAN YOU MAKE HISTORY WITH US?

• Lead the execution and implement day-to-day administrative tasks across individuals, teams, or departments from initial coordination of agenda to managing on-site facilities and maintenance issues.Coordinate and verify incoming messages and meeting requests/agenda, managing emails and correspondence
• Manage the administrative documentation including reports, presentations, database, and NDAs
• Provide administrative support to senior leadership, including organizing and coordinating VIP meetings, Board meetings, and townhalls
• Handle sensitive information with the utmost confidentiality and discretion
• Manage strong relationships with internal and external stakeholders, ensuring effective communication and collaboration
• Coordinate with vendors and service providers (via email or calls) and organize the attendance of stakeholders in meetings, projects, and conferences
• Manage on-site facilities and maintenance issues, setting up and maintaining office equipment
• Work with process owners, customer organization, and external 3rd parties to identify the opportunities for processes and assure the best-in-class solutions
• Collaborate effectively with different departments such as Finance, Legal, Tax, EHS, WX, and Procurement to ensure seamless operations and support
• Oversee and manage budgets for administrative activities, ensuring cost-effectiveness and adherence to financial guidelines
• Ensure compliance with company policies and procedures, and manage risks associated with administrative tasks

Please note that only on-line applications will be taken into consideration.

Each person who sends the application will receive information about its status.

Key things to know before you apply:

If you have been in your current job for less than 12 months or if you are on a Performance Improvement Program, you must get the approval of your current manager before applying for the job.

PMI temporary and permanent employees who are employed and paid directly by PMI are eligible to apply for jobs posted on the Internal Careers Portal. If you are not a PMI employee, you are not eligible to search and apply for internal jobs. You are welcome to search and apply for external jobs at pmi.com/careers.