Team Assistant and Receptionist (m/f/d) | Munich, Germany

Spaceopal is the prime service operations contractor for the European Galileo Satellite Navigation System and manages all Galileo Service Operations. The awarded European Commission (EC) contract to Spaceopal is more than just its satellites in space. Galileo Service Operations will provide high-quality positioning, navigation and timing services to users across the whole world as a civil-controlled service with guaranteed continuity of coverage.

Aufgaben

The Team Assistant and Receptionist provides all the necessary organizational and administrative support to Spaceopal.

Acting as the central administrative and organizational point of contact for the company he/she is responsible for:

• Reception Management and guest book keeping, coordination and management of meetings, incl. catering and formal access procedures
• Organisational preparation and follow-up of appointments, meetings and agendas of the Management Team
• Registration of staff members for various site access requests
• Support to the SPO team on administrative processes, e.g. keeping track of team availabilities, business contact details, managing signature folders, contact lists, organizational charts, ordering and managing of office supply etc.
• Travel arrangements including coordinating expense reports, budgeting and reporting
• Communication with internal and external stakeholders, managing incoming and outgoing communications, e.g. providing all secretarial support activities related to the preparation, exchange, follow up and archiving
• Office Maintenance Management, e.g. supervision of cleaning company, support to the team to maintain kitchen and meeting rooms
• Support on reception of goods and their registration
• Support in preparation of presentations and documents
• All Office Management tasks performed in compliance with the GDPR
• Setting up and optimising of internal processes incl. documentation, taking proactive steps to ensure that best practice and coordination is seamless across all interfaces
• Feel-Good-Management
• Special projects

Additional tasks:

· Deputy Documentalist on demand

· Back up for supporting the Spaceopal Project Office for documentation configuration, transmission and reception activities, contributing to ensure that the team is working with accurate and updated information

Profil

· Completed commercial apprenticeship like Office Management and/or appropriate high school degree with relevant work experience as Team Assistant / Receptionist

· Minimum 3 years of experience in similar roles in a fast-paced environment

· Full loyalty and a high level of integrity and discretion in handling confidential and sensitive information

· High degree of flexibility, commitment and reliability

· Highly motivated, showing a professional charisma

· Ability to work efficiently and to perform tasks simultaneously with minimum direction and supervision

· Exceptional organizational, planning and prioritization skills and attention to detail

The job requires also:

• Great internal and external communication skills, written and verbal; even in demanding situations
• Hands-on mentality
• Fluent written and spoken English and German, Italian is advantageous
• Fluency in standard office automation tools (MS Office, Email, Internet, etc.)

Wir bieten

• 30 days annual leave
• Work-life-balance, e.g., through flexible working time models and mobile office options (if job function applicable for mobile work)
• Employer supported: pension scheme, job ticket and EGYM Wellpass
• Employer supported canteen, free coffee & fruit service
• Centrally located office
• Personal development and training options
• Regular company and team events
• International working environment, dynamic, multicultural and motivated teams

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