EMEA - Office Assistant
Vistex Inc. - Hoffman Estates, IL

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Essential Duties and Responsibilities :
  • Answer incoming calls and direct calls to appropriate personnel
  • Greet and direct customers, partners, and consultants as they arrive at the office
  • Process incoming and outgoing mail
  • Maintain office/kitchen supplies, including but not limited to inventory, ordering & restocking, distributing supplies, keeping supply room orderly
  • Keep office organized, orderly, and functional; break area, print areas and conference rooms stocked and tidy throughout the office
  • Set up meetings and schedule conference rooms (order lunches, reserve tables and organize payment in canteen as needed)
  • Prepare conference rooms especially for training, meetings and customer presentations
  • Maintain printer requirement supplies
  • Access card management (ordering, activation, interface to security, handling)
  • Asset management (e.g. portable projector; batteries; some kitchen supplies; stamps)
  • Car fleet coordination
  • Assist with the onboarding of new employees and consultants, including but not limited to ordering business cards
  • Travel assistance, including but not limited to hotel booking, shuttle arrangements, cab ordering and writing invitation letters for guests from out of EMEA
  • Maintain internal phone list, birthday list, X-Mas list and training invitation lists, communicate all relevant EMEA public holidays
  • Assist with the coordination of office activities
  • Create/maintain/update all procedures relating to facilities and work with the building maintenance to resolve any facilities issues; main contact for security and cleaning staff
  • Substitute of executive assistant when absent
  • Perform other duties as assigned

  • Successful business education and minimum of 2 years of related experience
  • Microsoft Office experience including Word, Excel, PowerPoint, and Outlook
  • Computer skills and knowledge of office software packages
  • Ability to manage priorities and workflow, use time efficiently and operate under pressure
  • Ability to deal effectively with a diversity of individuals at all organizational levels
  • Excellent verbal, written, and interpersonal skills
  • Excellent language skills in English and German (written and spoken)
  • Strong attention to detail
  • Work well with people of all levels

All eligible candidates should submit their resumes to jobs.EMEA@vistex.com . Please put “Office Assistant EMEA” in the subject line of the email.

Vistex Inc. - 11 months ago - save job