Head of Secretariat

vor 3 Monaten

Wien, Österreich Modul University Vienna GmbH Vollzeit

**Your responsibilities**:
We are seeking a competent Head of Secretariat to provide essential support to our management. You will play a crucial role in organizing and maintaining the executive’s schedule, as well as performing various administrative tasks.
As a Head of Secretariat, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently. Your diligence and competence will allow executives to focus on their managerial duties without distractions.
Your primary objective will be to enhance the overall efficiency of the Institute by ensuring the timely and efficient completion of all assigned administrative tasks.
Join our team and contribute to the smooth operation of our organization by providing invaluable support to our executives.

**Your responsibilities**
- Maintain executive’s agenda and assist in planning appointments, meetings, conferences etc.
- Attend meetings and keep minutes
- Receive and screen phone calls and redirect them when appropriate
- Make travel arrangements for executives
- Handle confidential documents ensuring they remain secure
- Prepare invoices and provide assistance in bookkeeping
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Conduct research and prepare presentations or reports as assigned

**Your profile**:

- Proven experience as Head of Secretariat or similar administrative role
- Proficient in MS Office and “back-office” software (e.g. ERP)
- In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
- Familiarity with basic research methods and reporting techniques
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
- Degree in business administration or relative field
- Excellent verbal and written communication skills in English (at C-level) AND German (at C-level) are necessary.
- Strong organizational skills, proven ability to work independently, prioritize tasks and multitask.
- Proactive, agile and engaged attitude.
- Effective planning and time management skills.
- IT affinity and excellent knowledge of MS office
- Valid work permit in Austria.

**Why join us?**:

- A challenging and varied job at an innovative high-standard think tank which is looking to further expand its global network, research activities, and international partners
- Independent working style with high personal responsibility
- An international and dynamic work environment
- Modern office space in the center of Vienna with the ability to work from home
- Opportunity to take courses and further your education at Modul University and take part in VIGS Institute’s training programs, conferences, professional workshops
- A gross monthly salary of EUR 1,900 (for 30 hours) paid out 14 times per year with
additional remuneration based on qualifications and experience
- Preferable start date: immediately
- Application deadline: open until filled

**Further information**:
**About us**:
Modul University Vienna is an international private university and offers cutting-edge education at BBA, BSc, MSc, MBA and PhD levels. Students and staff come from over 70 countries around the world, providing for a multicultural and diverse work environment.
As an employer, Modul University Vienna offers:

- Opportunities to work from home
- Flexible working hours
- International and dynamic team
- Personal and professional development
- Independent working environment
- Public transport ticket

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