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Personal Assistant to Cpo
vor 2 Wochen
**Company Description**
We’re the world’s leading sports technology company, at the intersection between sports, media, and betting. More than 1,700 sports federations, media outlets, betting operators, and consumer platforms across 120 countries rely on our know-how and technology to boost their business.
**Job Description** OVERVIEW**:
This exciting role will directly support our Chief People Officer (CPO). We are looking for a personality who sees both integrity and professionalism as the basis of the performed work.
You will focus on facilitating all administrative tasks for our CPO which is why good networking skills are a big asset to navigate within our global team. Your tasks will include the setting-up of recurring team meetings and their recordings, organizing a busy agenda, arrange business trips and everything else that will help our CPO to focus on her main tasks.
Part of your role will be to oversee and support all administrative duties in the office and ensure that office is operating smoothly. You will be handling basic accounting tasks, petty cash, manage corporate credit cards and submit monthly Tallie reports. Upon request you will be supporting upper management, Board members and CEO with administrative tasks. You will be supporting the Contracting Assistant reporting to VP People & Places, Risk & Litigation in managing the physical forms of Sales and Legal contracts in their physical signature, notarization and apostilling.
- **This is a 70-80% part-time employment opportunity.**_
**THE CHALLENGE**:
**Personal Assistant to CPO**:
- General administrative and organizational tasks (e.g. travel organization through our booking tool)
- Coordination of appointments and managing agenda
- Setting-up recurring team meetings, ensure a smooth recording and its distribution to participants and involved parties
- Processing of incoming mail and preparation of correspondence in German and English.
- Managing and entering expenses into the expense tool for the CPO
- Completion of errands
- Greeting and check-in for clients and other guests at meetings and events.
- Processing of the physical mail, filing of documents
- Support in the signing process of contracts (incl. notarization)
- Overlook "action items", deadlines
- Communication directly and on behalf of the CPO with board members, people leadership team members, employees, etc.
- Ensuring of timely payment of invoices
- Where applicable participate in People team meetings
- Support and coordination of internal projects in a wide range of areas/upon request, specifically People offsite meetings coordination
- Back up for People Advisor to support CPO when People Advisor is off
**Office Admin Assistant (30%)**:
- Order and control all office supplies
- Organize office maintenance as needed
- Manage office petty cash and submit monthly petty cash report
- Manage Corporate Credit Card and submit monthly Tallie report
- Responsible for local Office budget
- Vacation replacement for Senior People Advisor St. Gallen and Office Admin St. Gallen
- Support to upper management and board members:
- On ad-hoc base: Restaurant reservations / taxi ordering / admin support and run errands. Spontaneous urgent request handling
- Send confidential documents for e-signature using DocuSign tool
- Request and keep physical and digital copies of criminal records
- Request and physical and digital copies of commercial registers
- Upon request get various documents notarized and apostilled
- Support People Counsel for the life-cycle processing of various documents to the CEO, Board members and upper management (signature, digital and physical filing)
- Support Contracting Assistant: Process Sales and other European contracts for physical signature, notarization and apostilled; maintain physical files of all contracts
- Act as back up for the Contracting Assistant based in Bratislava
**YOUR PROFILE**:
- You are characterized by a "can do" attitude.
- Communicate confidently. Always with a good sense for the right timing.
- Business administration education (Bachelor/Master) or completed commercial education combined with professional experience in personal/executive assistance
- Fluent, stylistically confident German as well as very good English skills.
- Proficiency in Microsoft Office Suite and in the use of modern collaboration tools.
- Planning and organizational talent with multitasking skills.
- Your working style is proactive and forward-looking, solution-oriented, responsible, reliable and discreet.
- You act professionally and calmly even in time-critical or stressful situations and also transmit this calmness to the outside world.
- You think in a networked manner and have the ability to smooth challenging situations.
- You are resilient and flexible, coupled with a warm personality.
- Committed, personable and with the firm intention to see a long-term perspective in this challenge.
**Note**: This job description is intended to convey informati
