Job Summary
The main responsibility of this role is to provide comprehensive administrative and organizational support to the Managing Director, his direct reports and Japanese expats. This includes supporting day-to-day site operations, support office management activities, book meetings and hotels, hosting visitors, participate in management meetings, take minutes and follow-up on made decisions and deliverables. This is a full-time, on-site position requiring maximum presence at the Leverkusen office.
Job Responsibilities
1. Daily Support
- Provide administrative and organizational assistance to the site Managing Director and direct reports.
- Arrange travel and hotel bookings, ensuring cost efficiency.
- Handle expense reports and IT requests.
- Coordinate on-site meeting rooms and event arrangements.
- Organize practical arrangements for visiting associates, customers, and other stakeholders.
- Host visitors and ensure smooth logistics.
- Follow up on key milestones and ensure timely communication internally and externally.
- Track delegated tasks and ensure progress toward deadlines.
- Support HR with arrangements for long-term expatriates.
- Assist site management with internal and external communication.
- Organize meetings, take minutes and follow up on deliverables.
- Support Japanese expatriates with translations both professionally and personally
2. Administration Related
- Maintain central filing of departmental records (digital and hardcopy).
- Coordinate training schedules with HR.
- Create and manage purchase orders and vendors in SAP, ensuring timely invoice payment.
- Communicate administrative procedures and raise awareness of policies.
- Manage office supplies and related processes.
- Provide monthly reports on relevant activities and projects.
Profile Description
- Degree in Administration or equivalent experience.
- Proficient in Microsoft Office and willing to work with other software (SAP, CRM tools).
- Strong customer service and administrative mindset.
- Excellent language skills: fluent in Japanese, German, and English.
- High level of confidentiality, discretion, integrity, diplomacy, and flexibility.
- Ability to work independently and in a structured manner.
- Full-time availability and strong commitment to being present on-site in Leverkusen.
Offer
We offer a dynamic and supportive work environment within an international company, opportunities for professional growth, and a role where you can make a real impact on organizational efficiency. Competitive compensation and benefits included.