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About the Role

We are seeking a proactive and highly organized Administration Specialist (m/f/d) to join our HQ office. In this role, you will be responsible for coordinating a wide range of administrative, operational, and organizational activities that contribute to the efficient running of the office and support a positive employee and visitor experience. The ideal candidate is detail-oriented, service-focused, and enjoys managing multiple priorities in a dynamic environment. You will work closely with internal stakeholders, external partners, and leadership teams to ensure seamless administrative processes and excellent operational support.

Responsibilities

Manage the day-to-day administrative operations of the HQ office
Ensure the office environment is well-maintained, organized, and fully operational
Coordinate office supplies, equipment, and vendor relationships
Prepare and manage correspondence, letters, and official documentation
Maintain records, administrative files, and internal databases
Support document management and filing processes
Organize and coordinate internal meetings, workshops, training sessions, and company events
Manage meeting schedules, invitations, agendas, and logistics
Prepare meeting rooms, materials, and presentations as required
Coordinate catering, external service providers, and event-related vendors
Support the successful execution of employee engagement activities and corporate events
Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itineraries
Support visitors and business guests with travel and logistical arrangements
Ensure travel documentation and administrative requirements are completed on time
Assist with travel expense administration and reporting processes
Provide administrative support to management and cross-functional teams
Coordinate incoming and outgoing correspondence and deliveries
Support procurement and purchase order administration
Assist with invoice processing and vendor-related documentation
Contribute to the development and improvement of administrative processes and procedures
Serve as a point of contact for office-related inquiries
Welcome and support visitors, partners, and external stakeholders
Coordinate onboarding-related administrative activities for new employees when required
Foster a professional, welcoming, and service-oriented office environment

Requirements

Completed vocational training or degree in Business Administration, Office Management, Hospitality Management, or a related field
Several years of experience in administration, office management, executive support, or a similar role
Excellent organizational and coordination skills with strong attention to detail
Ability to manage multiple tasks while maintaining high-quality standards
Strong communication and interpersonal skills
Proactive, reliable, and solution-oriented approach
Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
Experience working with administrative and procurement processes is an advantage
Fluency in German and English
Submit CV in English

Skills

Business Administration
Office Management
Hospitality Management
Administration
Executive Support
Organizational Skills
Coordination Skills
Attention to Detail
Task Management
Communication Skills
Interpersonal Skills
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Administrative Processes
Procurement Processes

Location

HQ office

Work Type

Full-time

Experience Level

Several years of experience

Education Level

Vocational training or degree in Business Administration, Office Management, Hospitality Management, or a related field

Benefits

Opportunities to contribute to office operations, employee experience, and organizational effectiveness
Professional development and learning opportunities
Flexible and modern workplace environment
A supportive team culture that values initiative, collaboration, and continuous improvement

About the Company

As the world moves towards a greener future, the demand for raw materials—minerals and metals—is set to increase immensely over the next three decades. Europe faces a critical challenge in securing a stable supply of these essential resources.
EIT RawMaterials is at the forefront of driving innovation and sustainability in the raw materials sector.
As an Innovation Community within the European Institute of Innovation and Technology (EIT), we collaborate with over 300 partners across industry, academia, and research institutes.
Together, we forge dynamic, long-term partnerships to develop innovative solutions that meet Europe's growing demand for raw materials.