Executive Assistant (m/w/d)

About Springer Nature Group   

Springer Nature opens the doors to discovery for researchers, educators, clinicians and other professionals. Every day, around the globe, our imprints, books, journals, platforms and technology solutions reach millions of people. For over 180 years our brands and imprints have been a trusted source of knowledge to these communities and today, more than ever, we see it as our responsibility to ensure that fundamental knowledge can be found, verified, understood and used by our communities – enabling them to improve outcomes, make progress, and benefit the generations that follow. 

Job Title: Executive Assistant (m/w/d) 

Locations: Berlin, Dordrecht, Heidelberg or London - hybrid working model

Conditions: Full Time, Permanent Contract 

Application Deadline: 06.11.2024

About the Role: 

As an Executive Assistant to our COO, you will manage a broad range of administrative tasks, including maintaining an active calendar, handling expense reports, and arranging complex travel plans. You will organize and coordinate meetings, ensuring all necessary preparations are made and follow-ups are conducted. Your role will involve creating detailed travel itineraries, facilitating smooth communication between the COO’s office and internal departments, and keeping the COO informed of upcoming commitments and responsibilities. Additionally, you will align departmental and corporate strategies, prioritize conflicting needs, and handle matters proactively. 

Role Responsibilities: 

• Administrative support: managing an extremely active calendar of appointments; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; composing and preparing correspondence that is sometimes confidential. 

• Meeting coordination: organize meetings, including preparing agenda, collating information/documents, attending the meetings and taking minutes, booking venues and arranging catering, setting up remote access, and following up with the responsible parties to make sure that action items from meetings are executed. This includes the COO’s leadership team meeting, regular department meetings and other ad-hoc forums. 

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion and has the discernment to understand what can be deferred and what is important and determines the proper course of action. 

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, internal and external correspondence, and other tasks that facilitate the COO's ability to effectively lead his team. 

• Works with executive assistants in other parts of the company, including with the CEO’s office, to ensure the COO’s effective participation in the Executive Team, Management Board and other internal forums.   

• Executes the departmental communication plan according to the strategy together with internal communications and articulates the visions of the COO and leadership team, to make sure all relevant messages are cascaded in time. 

• Travel itineraries: create detailed travel plans for international trips. 

• New starter support: assist with the induction of new starters, ensuring IT accounts and equipment are set up. 

Experience, Skills & Qualifications: 

• Bachelor’s degree and extensive experience of administrative support to senior executives in global organizations. 

• Excellent communication skills in English (German is a plus) and strong interpersonal skills for building relationships with stakeholders. 

• Professionalism, friendly demeanor, and discretion in handling confidential matters. 

• Strong organizational skills for multitasking, managing complex international travel itineraries, with attention to detail, emotional maturity, and empathy. 

• Proficiency in MS Office (PowerPoint, Word, Excel), Adobe Acrobat, and social media platforms. 

• Adaptability to fast-paced environments, ability to work under pressure, and a resourceful team player with a strong can-do attitude. 

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Note for candidates in the Netherlands: As per our local policy, please be aware that this role will be open only for internal candidates within the first 2 weeks. Afterwards, external applications will be progressed.

At Springer Nature, we value the diversity of our teams and work to build an inclusive culture, where people are treated fairly and can bring their differences to work and thrive. We empower our colleagues and value their diverse perspectives as we strive to attract, nurture and develop the very best talent. 
Springer Nature was awarded Diversity Team of the Year at the 2022 British Diversity Awards. Find out more about our DEI work here https://group.springernature.com/gp/group/taking-responsibility/diversity-equity-inclusion  
 
If you have any access needs related to disability, neurodivergence or a chronic condition, please contact us so we can make all necessary accommodation. 
 
For more information about career opportunities in Springer Nature please visit https://careers.springernature.com/