Job Title: Assistant to Group Company Secretary (m/f/d)
Location(s): Berlin
Conditions: Full Time, Permanent Contract
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About the Role
As Assistant to the Group Company Secretary, you will manage a broad range of administrative tasks, including coordination of notary meetings, creation and maintenance of a Corporate Legal calendar, including the Executive Board calendar, administration of corporate legal files, filing of applications with the relevant authorities.
You will organize and coordinate Board meetings, ensuring all necessary preparations are made and follow-ups are conducted. Your role will involve creating detailed travel itineraries, facilitating smooth communication between the Group Company Secretary office and internal departments, and keeping the Group Company Secretary and other departments informed of upcoming commitments and responsibilities. Additionally, you will prioritize conflicting needs, and handle matters proactively.
Role Responsibilities:
Administrative Support
1. Maintain and update corporate legal files, organizational charts, and company overviews
2. Coordinate and execute notary meetings and official filings
3. Manage complex calendars and appointments
4. Prepare travel itineraries and expense reports
5. Draft and manage confidential correspondence with Management Board, Supervisory Board members, and external law firms
Board & Meeting Coordination
6. Organize and support Board meetings (Supervisory Board, Shareholders’ Meetings, Committees, Management Board)
7. Prepare meeting agendas and draft skeleton minutes
8. Manage logistics: venue booking, catering arrangements, remote access setup, guest reception, and on-site support (including business travel where required)
Communication & Liaison
9. Act as a liaison between the Group Company Secretary and internal departments
10. Ensure timely communication and follow-up on upcoming commitments and priorities
11. Provide hands-on support in coordinating with notaries, external law firms, accountants, and the CEO office
Project & Time Management
12. Proactively manage priorities, respond flexibly to changes, and ensure follow-through on tasks and projects
13. Exercise sound judgment to distinguish between urgent and deferrable matters
Experience, Skills & Qualifications:
14. Previous Legal and notary assistant (ReNo) or comparable administrative support experience in global organisations.
15. Excellent communication skills in German and English, and strong interpersonal skills for building relationships with stakeholders.
16. Professionalism, friendly demeanor, and discretion in handling confidential matters.
17. Strong organisational skills for multitasking, managing complex meeting structures, with attention to detail, emotional maturity, and empathy.
18. Proficiency in MS Office (PowerPoint, Word, Excel) and Adobe Acrobat.
19. Adaptability to fast-paced environments, ability to work under pressure, and a resourceful team player with a strong can-do attitude.
To apply: please submit your CV and cover letter.
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