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RWE Renewables International GmbH in Essen is currently looking for an 

Executive Assistant CEO Office and Assistant to Senior Administrative Manager (d/f/m) 

Areas of responsibility

The Executive Assistant (EA) to the CEO Office is responsible for providing high quality administrative support to ensure an efficient CEO office environment jointly with the Personal Assistant (PA).This challenging post primarily involves the daily support of the CEO office (70%), the close cooperation with the Renewables Board Office and the substitution of the CEO PA in times of absence.

The full suite of daily duties ranges from all aspects of basic office tasks to more complex tasks of an Executive Assistant:

  • Largely independent active administrative support to the CEO office including the monitoring and follow-up of a wide range of internal processes, tasks and deadlines as well as the execution and coordination of personal assignments of the CEO
  • Monitoring and maintaining the CEO’s calendar including the scheduling of (regular) meetings and appointments (mainly appointment requests from the Directors and Teams), entry of key dates (Annual General Meeting, public holidays etc.) and the regular notification of the weekly schedule to Group Security
  • Management of the preparation of meetings (booking of meeting rooms/venues, catering and technical facilities e.g. VC and/or telephone dial-in options) and carry out of the follow-up actions incl. catering slips, Tax registration etc.
  • First point of contact and coordination interface for all departments involved (e.g.  RWE Event Team, Group Security, Tax, Internal Comms, Renewables Board Office) when it comes to the scheduling of Workshops and other (all staff) Events
  • Acceptance and pre-selection of calls and correspondence in any form (e.g. preparation of letters, drafting and independent answering of e-mails)

  • Handling of basic financial management tasks, including regular cost center control, invoice processing, creation of purchase requisitions, and monitoring and tracking of purchase orders in SAP to ensure timely payment

  • Management of all company car related tasks (seasonal scheduling of tire change, regular car cleaning, TÜV, fuel/e-charge cards etc.) in close cooperation with the Fleet Management department and various other service providers

  • Providing of general administrative support and carrying out of general clerical duties, which may include maintenance of various distribution lists, contact information (Outlook database), ordering of office supply inventory as well as other tasks as assigned

  • Close collaboration, support and substitution in times of absence of the CEO PA in her area of responsibility (e.g. calendar management - primarily appointment requests at Board level, scheduling of pers. meetings, travel booking/travel expenses, administration of CEO mandates and memberships, supporting the CEO in IT matters, set up and maintenance of a CEO database incl. CVs, Photos)

 

Furthermore, the EA will be responsible to support the Senior Administrative Manager in all day-to-day organizational and administrative tasks (30%).

Focus areas will be defined based on the Line Managers needs and could include work on the following tasks:

  • Managing the diary, organizing meeting rooms with required equipment and refreshments, including managing video conferencing requests as and when needed

  • Active support to create and maintain a platform on which tracking and sharing of information within the admin group becomes an integral part of the daily business

  • Focal point of contact and communication interface between the Admin. Prof. Team, the Leadership Team and all other divisions for all operational and administrative issues especially when the superior is not available

 

Your profile

  • A-levels in combination with a successfully completed commercial apprenticeship or similar preferred; completed training as a foreign language correspondent is of advantage
  • At least 20 years of proven work experience in an international, fast-paced corporate environment as personal or management assistant as well as proven C-level experience in a public listed company required
  • Distinctive organizational talent and structured, largely independent way of working with the ability to set priorities and work within a limited time frame
  • Excellent collaborative skills with a team-player mentality
  • High level of initiative, resilience, flexibility and adaptability
  • Pronounced service-oriented mindset and willingness to take on responsibility and offer support as needed
  • Exceptional communication skills with a high level of professionalism, confidentiality, discretion and diplomacy
  • Passion to expand knowledge, develop skills and constantly learn new things
  • Fluency in German as well as excellent verbal and written knowledge of English is required given the highly international nature of the business (English as a company language), further language skills are desirable
  • Very good IT skills including in-depth understanding of the entire MS Office suite, Outlook, Intranet/Internet systems as well as SAP and other standard tools
 

What we offer

At RWE, you will find all the advantages of a large technology group. And some merits that are even more crucial: openness and real team work. For we are open to the future and are building on the strengths of each and every individual. We value his/her work and opinion; we listen, pursue active ideas management and engage in direct exchanges. Respect, appreciation and mutual trust are the hallmarks of cooperation within the international RWE team.

 

RWE is committed to equal opportunities and actively promotes diversity, equality and flexibility.

At a glance

Reference no.: 2242 Preferred start: 01/06/2020 Closing date: Salary:

Get in touch

For more information please have a look at our careers site.

 

About us

Powering. Reliable. Future. This is RWE. RWE Renewables, the newest subsidiary of the RWE Group, is one of the world's leading renewable energy companies. With around 3,500 employees, the company has onshore and offshore wind farms, photovoltaic plants and battery storage facilities with a combined capacity of more than 9 gigawatts. RWE Renewables is driving the expansion of renewable energy in 15 countries on four continents. An annual investment budget of €1.5 billion net is available for further growth. The focus is on the Americas, the core markets in Europe and the Asia-Pacific region.