About the job
Join the BEW Berliner Energie und Wärme GmbH as an Assistant to the Department Head for System Planning, Acquisition, and Projects at our Berlin location in a permanent position starting as soon as possible.
In this role, you will support our department head in daily operations, ensuring that organizational processes run smoothly. You will serve as the primary contact for both internal and external partners, keep track of appointments, coordinate processes, and continuously enhance administrative structures. Your contribution will be pivotal in enabling our department to work effectively and efficiently.
Your Responsibilities
- Manage scheduling and coordination for the department head, maintain the calendar, and ensure optimal alignment of internal and external appointments.
- Be the go-to person for the entire department regarding organizational and administrative matters, facilitating seamless operations.
- Oversee ordering processes for the department, including welcome boxes, office supplies, personal protective equipment, promotional materials, and occasional special orders.
- Assist in onboarding new colleagues by organizing all necessary steps and being the central contact person in the initial weeks.
- Monitor the department head's email inbox, sort emails, prioritize topics, and ensure deadlines are met.
- Actively engage with the assistant network, stay updated on new regulations and processes, and communicate important information to the team.
- Manage internal and external mailboxes as well as physical mail, ensuring reliable postal communication.
- Support with billing, billing checks, business trips, and processes in the HR service portal, along with other administrative tasks.
- Continuously improve existing processes and take on small independent projects within the department.