Administration Trainee (m/f/d) in Marketing & Communication

Job Summary

As a Marketing & Communication Administration Trainee for 12 months, you will play a crucial role in ensuring the smooth operation of the Marketing & Communication Department. Your responsibilities will include managing the invoicing process for all departments, organizing meetings, consolidating presentations, and maintaining office organization. Additionally, you will handle text translation and travel arrangements. Your ability to multitask, attention to detail, and excellent communication skills will contribute to the overall efficiency and effectiveness of our team.

Key Responsibilities

Invoicing Process Management:

• Take over and manage the invoicing process for all departments, including PO and vendor creation, ensuring accuracy and timely processing.
• Coordinate with various departments to collect necessary invoicing information and resolve any discrepancies.
• Maintain records of all invoices and ensure compliance with company policies and procedures.

Presentation Consolidation and Internal Communication:

• Assist in the preparation and consolidation of presentations for internal and external meetings.
• Ensure presentations are professionally formatted and aligned with company branding guidelines.
• Prepare content and layouts for internal communication tools for the team.
• Coordinate with team members to gather necessary content and materials.

Text Translation:

• Coordinate with external translation services, ensuring accuracy and consistency.
• Coordinate with team members to gather necessary information and approvals.

Travel Organization:

• Arrange travel accommodations, including flights, hotels, and transportation, for team members and external stakeholders.
• Assist with travel-related inquiries and issues that may arise.

Meeting Organization:

• Schedule and coordinate meetings, ensuring all necessary participants are informed and available.
• Prepare meeting agendas, minutes, and other relevant documentation.
• Arrange meeting logistics, including booking conference rooms, setting up audio-visual equipment, and organizing refreshments if required.

Office Organization:

• Manage office supplies, ensuring stock levels are adequate and orders are placed as needed.
• Provide general administrative support to the Marketing & Communication Department as needed.

Qualifications

• Experience with invoicing software and processes.
• Fluent in German and very good English skills. French language skills a plus.
• Familiarity with office management procedures and basic accounting principles.
• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Prior knowledge in SAP a plus.
• Ability to work independently and as part of a team.
• Professional demeanor and ability to handle confidential information with discretion.
• Flexibility and adaptability to changing priorities and deadlines.