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Executive Assistant - June 2023

remote/onsite, remote/onsite
For one of our clients we are looking for an Executive Assistant

Project Name:
Digital Innovation Executive Project

Project Background:
The BI Digital Innovation Group is looking for a Contractor to promote the progress of the Group in the fields of creativeness and Communications. The Digital Innovation Group is currently growing and therefore is in needs of an administrative expert that is internally currently not available.

  • Not only will you gain invaluable experience working in a team dedicated to exploring the latest technologies, but you will also have the chance to play an essential role in shaping the future of human-AI interactions. This is a unique opportunity to grow professionally while making a real impact in a field that is revolutionizing the way we live and work.
  • If you're passionate about technology, thrive in a fast-paced environment, and are eager to contribute to the next wave of digital innovation, we want to hear from you. Apply now and embark on an exciting journey with our Digital Innovation Group!
  • Are you a tech-savvy, organized, and proactive professional looking to take the next step in your career? Join our cutting-edge Digital Innovation Group as an Executive Assistant and immerse yourself in the fascinating world of AI, large language models, and human-AI interactions.

Detailed Project Description:
  • Managing the Future of Communication: Annotating emails and managing calendars for key team members for smooth and efficient communication between the team members and their key stakeholders.
  • Communicating with Experts: Communicating with IT, Legal, and Sourcing departments to complete administrative tasks and contribute to the seamless execution of innovative projects. This may include setting up meeting and managing communication between the Digital Lab team members and IT, legal, and sourcing. This means filling out self-service forms necessary for pushing internal processes forward.
  • Driving Engaging Meetings: Set up meetings, creating clear agendas for said meetings, and informing participants in order on said agendas and relevant topics.
  • Designing Impactful Workshops: Organize workshops with various stakeholders and teams directly collaborating with the Digital Labto drive innovation and promote the sharing of insights and discoveries. This includes creating the material for the workshops as well as organizing and planning the participation. The Workshops will be held on site or Remote
  • Creating Compelling Media Communications: Create and edit media content that highlights the groundbreaking activities of the BI Digital Innovation Lab, the content will be geared to inspire both internal and external audiences. The Media Communications will be based on material provided by BI. The media communications will be based on the Contractors expertise.
  • Innovating on Automation: Developing and refining streamlined and (semi-) automatic processes to optimize above mentioned tasks. This will be based on the contractor’s knowledge in automating administrative tasks.
  • Ability to use SAP Systems and Active Directory

Desired Background Experience:
  • Prior Experience: At least 2-3 years of experience in an administrative, executive assistant, or project coordination role, preferably in a technology-driven or innovation-focused organization.
  • Technical Proficiency: Strong computer skills and experience with Microsoft Office Suite, and project management tools similar to jira and confluence. Knowledge of Active Directory and usage of SAP tools. Familiarity with AI, large language models, or other emerging technologies is a plus.
  • Communication Skills: Exceptional written and verbal communication skills, with experience in crafting engaging content and managing professional correspondence in English is a MUST and German is a nice to have.
  • Organizational Abilities: Proven track record of effectively managing multiple priorities, schedules, and tasks with excellent attention to detail.
  • Collaboration and Interpersonal Skills: Demonstrated ability to work well with cross-functional teams and stakeholders at various levels, fostering a collaborative and inclusive work environment.
  • Problem-solving and Process Improvement: A creative mindset with experience in developing and implementing streamlined processes or automation solutions to optimize tasks.
  • Educational Background: A bachelor's degree in a relevant field, such as business administration, communications, or technology, is preferred but not mandatory. Equivalent experience will also be considered.
  • Candidates with the above background experience will be well-prepared to excel in the Digital Innovation Executive Assistant role, making valuable contributions to our organization and helping to shape the future of human-AI interactions."

Start: 26.06.2023
Duration:6 months+
Location: mainly remote, some onsite in Ingelheim (around 10%)


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