About this role
Short Description
The Assistant to Head IT / Team Assistant acts as a central coordination point between IT management, internal teams and internal/external stakeholders. The position ensures transparency, efficiency, and alignment across IT operations and plays a key role in enabling management decisions through structured reporting and operational insight.
Main Responsibilities
Team and Operational Coordination
- Coordinate and manage administrative and organizational activities within the IT department.
- Maintain and structure IT documentation, contact lists, and governance materials.
- Support IT leadership in planning and preparing internal and external meetings, presentations, workshops, team events and reports.
Management Support
- Act as a central coordination point between the IT Management Team, internal stakeholders, and external partners.
- Prepare management briefings and support decision-making through structured information and follow-up.
Stakeholder Management
- Support IT Mgt Management with meeting coordination, documentation, and action tracking.
- Contribute to maintaining strong, transparent relationships with external partners
Operational Improvement
- Identify inefficiencies in administrative and operational workflows and propose pragmatic improvements.
- Support the introduction of digital tools and automation to enhance process efficiency.
- Maintain awareness of costs and process performance, supporting the IT Management in achieving operational excellence.
Governance and Reporting
- Prepare documentation and ensure follow-up for IT leadership and governance meetings.
- Support the IT Management Team with invoice tracking and budget transparency (no financial ownership).
- Maintain confidentiality and professionalism in all communications and data handling.
Main Requirements
- Commercial or business administration education (KV, HFW or equivalent). Additional training on administration is an advantage.
- Minimum 4 years in Team Assistance, or similar roles
- Experience in an international organization or IT department is an advantage
- Excellent organizational and coordination skills with a proactive mindset.
- Strong communication and interpersonal skills; able to interact confidently with senior stakeholders.
- High attention to detail, structured proactive working style, and ability to prioritize.
- Clear communication with internal teams and external stakeholders
- High reliability, discretion, and sense of responsibility.
- Proficient in MS Office 365 and familiar with corporate applications
- Proficient in English, both written and orally, German is an advantage