The Office Manager and Assistant to CEO will be handling a wide range of administrative and executive support related tasks with ability to work independently with little or no supervision.
About us
The world as we see it today is undergoing massive changes. How can we profit from new opportunities? How can we solve arising problems? The fact is: Complex questions demand complex answers. Exactly this is the mission of the Dialogue of Civilizations Research Institute. We are creating the scientific basis for solutions and answers of today’s most pressing issues. Global stakeholders from politics and institutions need reliable partners for important decisions. We believe that only in a strong teamwork between science and politics we can cope with the challenges we are facing today. Our name is our mission: Dialogue of Civilizations Research Institute is bringing together global thought leaders from academia, public policy, business and civil society to debate and develop practice-based policy advice. That is our key – without dialogue, no solutions. Therefore, Dialogue of Civilizations Research Institute builds on a global network of experts, continuously creating special reports, expert commentary, and analysis from our international network of respected academics and responsible industry figures.
Main tasks
Manage, coordinate and maintain calendar of CEO including appointments, meetings and travel;
Responsible for organising of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas;
Responsible for organising CEO travel and logistics including flights, visa requirements, hotel accommodation, meeting schedules while travelling and completing expenses;
Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting;
Serve visitors by greeting, welcoming, directing and announcing them appropriately;
Answer, screen and forward any incoming phone calls while providing basic information when needed;
Receive and sort daily mail/deliveries/couriers;
Dealing with correspondence, complaints and queries;
Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges);
Update appointment calendars and schedule meeting/appointments;
Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.;
Using a range of office software, including email, spreadsheets and databases;
Managing filing systems and databases;
Implementing and maintaining procedures/office administrative systems;
Manage sufficient stationary and office supplies and manage relevant office budget accordingly;
Manage contract and price negotiations with office vendors, service providers and office lease;
Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced correctly and reported to Accounting on time;
Organizing the office layout and maintaining supplies of stationery and equipment;
Maintaining the condition of the office and arranging for necessary repairs and cleaning;
Writing reports for senior management and delivering presentations;
Reviewing and updating health and safety policies and ensuring they are observed;
Arranging regular testing for electrical equipment and safety devices;
Support in preparing our internal and external events;
Preparation of PowerPoint presentations and similar;
Translation from English into German and from German into English.
