Stellenbeschreibung

ADF International is looking for a highly organized 

Administrative Assistant  

to join us in our Vienna Office. In this role, you will report to the Director of Operations, Europe, and are responsible for various administrative tasks.

Your Essential Responsibilities:

In this position, you will:

• Answer phone calls, schedule meetings and support visitors
• Provide administrative support to ensure efficient operation of the office
• Act as the point of contact between the Executive Director and internal or external contacts.
• Work closely with the Executive Director and Deputy Director (Advocacy) to keep them well informed of upcoming commitments and responsibilities
• Provide sophisticated calendar management for the Executive Director. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
• Create and edit presentations, correspondence, memos, reports, graphs, organizational charts.
• Manage Outlook calendars of assigned Team Members and expense reports.
• Make travel arrangements for leadership team.
• Prepare meetings and conference calls – keep minutes for team members in Europe and internationally.
• Support in planning and coordinating events.
• Manage files, contacts, travel and events using a professional CRM application.
• Prepare and file legal documents.
• Proofread/edit documents with a high level of expertise.

Other Responsibilities:

• You may be asked to perform related duties or special projects as assigned within the general scope of the position.

Skills You Need to Succeed:

• Strong administrative skills.
• Strong computer skills including experience with Microsoft Office: Word, Excel, Outlook and Internet Explorer.
• Proven excellent verbal, written, and interpersonal communication skills in English and German.
• Proven excellent customer service skills.
• Ability to initiate, work, and motivate within a team and independently.
• Ability to organize a daily workload by priorities.
• Ability to professionally handle confidential and sensitive information with discretion.
• Ability to learn and apply new software applications.
• Ability to make sound decisions under demanding conditions.

Education and/or Experience:

• Bachelor’s degree or equivalent
• At least 3 years of experience in the field or in a related area
• High English proficiency and excellent German required

Work permit for Austria or EU citizenship required

If you are interested in the position you can contact us here or apply here.