Administrative Assistant

Berlin
November 14, 2018

What’s next in music is first on SoundCloud. As the world’s largest open audio platform, SoundCloud is powered by a connected community of creators and listeners who share, discover and influence what’s new, now and next in music and audio. We’re looking for a dynamic Administration Assistant to support our Business Administrative Partner team (EA team) with the following administrative tasks as needed:

 

  • Scheduling and calendar management of very hectic schedules. Gatekeeping where necessary
  • Arranging meetings, providing reminders, setting up conference calls and video conferences, both internally and externally
  • Arranging travel arrangements and itineraries, working across multiple time zones
  • Processing of expenses in iExpense (monthly credit card statement, cash reimbursements)
  • Assisting with signing and filing (photocopying, printing, faxing, scanning, archiving) and structuring internal documentation
  • Create Powerpoint/Google slides
  • Act as proxy for other Executive Assistants (during their vacation)
  • Screening enquiries and requests, handling them appropriately
  • Liaising with counterparts in New York and other international offices
  • Manage meeting room bookings and guests
  • Dealing with incoming email and post, open correspondence on behalf of the executives
  • Help coordinate dinners and team offsites
  • In addition you will support logistics planning for large scale workshops and meetings

About You

You are a master of balancing hectic schedules whilst simultaneously contributing to administrative tasks and projects. You must be able to handle details of a highly confidential and critical nature, and interact comfortably and skillfully with people at all levels inside and outside of the company – including customers, vendors and visitors. At the same time, you bring a hands-on mentality to the job and enjoy working in a truly international environment.

You have:

  • Minimum 2 years experience in a similar role in a fast paced English speaking environment
  • The ability to effectively plan and organize tasks in a high volume environment
  • Project Administration experience
  • Excellent time & schedule management skills
  • Experienced with Powerpoint/Google slides
  • The ability to work under limited direction/supervision
  • English professional working proficiency (German is a plus)
  • Very good written & oral communication skills
  • Proficiency in Google Apps of benefit
  • Self-motivated and driven to deliver in a timely manner with the ability to take on projects and complete with limited direction/supervision
  • Flexible and mature approach
  • Team player
  • Calm and non-confrontational personality
  • Eye for detail and accuracy
  • Willingness to work late/early/out of hours when required
  • Reliable
  • Proactive approach to calendar management
  • Ability to manage the Executives, e.g. ensuring they adhere to their schedule, sign documentation in a timely fashion etc.
  • Proven ability to work under pressure and to tight deadlines
  • A good deal of common sense, etiquette and an ability to think on one’s feet
  • Discretion and confidentiality
  • Positive, ‘can do’ attitude – happy to take on tasks not immediately within your job role
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