Executive Assistant

Executive Assistant Job Description

General & Admin General Administration Support
- The role involves support of the management in all administrative processes and
organizational tasks
- The role involves providing daily guidance and support to employees and managers on all HR-related matters in line with corporate standards. It ensures the consistent application and implementation of HR policies and processes aligned with company objectives and strategic goals. The position also requires broad knowledge of employment law and performing tasks largely independently.
- Independent and responsible implementation and handling of the various areas of responsibility while designing and improving the administrative processes in the management of the back-office organization
- Communicative personality with a sophisticated and convincing demeanor
- High organizational skills with ability to prioritize
- Quick comprehension and solution orientation
- Independent, structured and accurate way of working
- Ability to cooperate and networked thinking
- Dedication and responsibility
- Reliability, loyalty and discretion
- High work standards and work ethics
- Inspiring trust
Main Tasks
Support of the Management with Organizational and Administrative Agendas
- Interface to the executives of the company as well as competent contact person for external partners and customers
- Creation of presentations according to company templates
- Creation of regular reports & statistics
- Organizational and content-related collaboration on projects
- Independent planning, coordination and organization of workshops and events
- Independent scheduling of internal and external meetings
- Travel management (group travel) for management team
- Organization of the annual governance process and communication to countries and BU including coordination with the management
- Follow-up and active request for documents / deadlines
- Continuous updating of current guidelines
- Invoice (external and internal) and credit card verification
- Control of travel expense reports
- Compliance with and implementation of general and specific legal regulations
- Compliance with and implementation of internal rules and processes Office Management
- Office management and administrative support (access cards, filing, mail processing, telephone, guests etc.)
- Independent coordination with external service providers (cleaning, building, energy, parking, drinks, etc.)
- Optimization of administrative processes such as digitization of signature runs, archiving
systems
- Management & coordination of further administrative issues with other assistant positions
- Office resource management
HR Administration
- General administration and maintenance of employee records (incl. time and PTO tracking, etc.) according to policy and handbook.
- Preparation of HR documents and other employment confirmations according to local
requirement
- Making sure that travel cost calculations and management are in line with local regulations and labor law
- Communication of all necessary changes with local payroll provider
- Prepare, check and sign off on monthly payroll data for area of responsibility - in alignment and compliance with local approval procedures (4eyes principle)
- Ensure the application of local HR best practices, labor laws, and regulations, including
handling employment agreements and compliance with the local labor code - handbook.
- Maintain accurate organizational documentation, including org charts and job descriptions.
- Review/adapt job descriptions in cooperation with hiring managers
- Administration of local benefits programs and policies
- Input, control and maintenance of all relevant data in the HR System
- Collect and compile information for monthly reporting, for ad hoc reports, as well as create and maintain lists and statistics on request
Communication Management (Information Management)
- Responsibility for a smooth, complete and timely information flow between local and corporate HR
Compliance
- Ensure compliance with Data Protection regulations
- Implementation and execution of "Reporting Obligations" und "ICS" standards
- Ensure the implementation and proper execution of the client handbook
- Compliance with and implementation of general and specific legal regulations
- Compliance with and implementation of intern rules and processes (e.g. ICS)
Internal and external communication
- Responsibility for a smooth, complete and timely flow of information with all defined stakeholder
Education
Bachelors in Business Administration, or Human Resources; 3-5 years of experience - ideally in an international business environment and matrix organization

The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are a small, woman-owned business certified by the Women's Business Enterprise National Council (WBENC). Operating from our headquarters in Washington, DC, we provide trusted staffing services nationwide. Our clients include thousands of the most prestigious Fortune 500 companies, law firms, financial organizations, tech innovators, non-profits, and lobbying firms, as well as federal, state and local government agencies.