Role : Administrative / Executive Assistant

Duration: 6 + Months

Job ID : SAPXJP00065990

Client: SAP America

Description

POSITION SUMMARY

The Management Support Specialist is responsible for the overall operation of daily office functions and duties and administrative/business partner support to the Enterprise Cloud Services (ECS) SVP and two other VPs from the team, one located in the US and one in Germany.

IDEAL CANDIDATE PROFILE

The candidate must demonstrate the following: strong background in administrative duties and software proficiency - intuitive ability to quickly master technology and polished demeanor when interacting with executives at all levels. The candidate must also be extremely detail oriented and thrive in a demanding, quick turnaround environment.

Position Overview

This position provides administrative support to the Enterprise Cloud Services (ECS) Partner Delivery Management team SVP and her two VP's and other team members as needed. This role includes support various team projects including overseeing daily operations, providing administrative support, and ensuring efficient coordination between teams in the partner delivery management team and across other ECS teams.

Accountability

Responsible for delivery and outcomes from assigned projects.

Works independently within given area of responsibility (within defined policies and processes).

Key Responsibilities

Managing diary/calendar - coordinating schedule proactively ensuring the timely availability of necessary briefings, documents, and resources in advance of scheduled meetings. Additionally, organize preparatory calls ahead of meetings or events to facilitate seamless execution.

Maintaining strong partnership with other executive support staff and HR.

Managing internal and potentially external correspondence.

Adhering to a strict confidentiality code as this role will have access to sensitive information.

Arranging meetings for manager including co-ordination of team meetings and larger events.

Co-ordination of travel arrangements, including organizational preparation and follow up such as recording of travel expenses.

Booking meeting rooms / venues for the team.

Managing workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, inventory etc.

Performing and monitoring purchase activities (e.g. office material, business cards, 3rd party purchasing), including master data creation and administration, creation of shopping carts, reporting, and tracking on orders.

Updating materials including PowerPoint and excel spreadsheets for meetings and presentations as needed.

Preparation for and follow up from meetings. Supporting notes and action items.

Admin support for new team members which includes ordering of equipment and monitoring induction.

Acting as central point of contact and all other ad-hoc support as needed by manager and his/her team.

Core Competencies

Project management

Ability to work independently

Organization effectiveness

Managing confidential information

Time management

Priority setting

Multitasking

Analytics capabilities

Office tools

Internal tools and systems

Travel & Expense

Qualifications

6+ years of administrative and/or business support experience in fast-paced environment

Experience In Tech Industry Is Preferred

Experience in global organization is preferred

Demonstrated proficiency with MS Office Tools

Experience with SAP internal Tools like Corporate Portal ISP, CSN