German Speaking Personal Assistant

• Temporary (4-month contract)

A Personal Assistant is needed for a Practice Coordination Team on a temporary basis. This role is crucial for providing high-level support and managing a busy workload across various projects. Fluency in German both spoken and written is an essential requirement.

• Provide PA support, including calendar management, meeting coordination, travel arrangements, and administrative tasks.
• Oversee invoicing for projects on both Time & Materials and fixed fee bases.
• Manage a high volume of approximately 60-80 ongoing projects.
• Process expenses and ensure accurate charge-backs to clients.
• Generate timesheet reports from Workday for invoicing purposes.
• Lead bi-weekly invoice meetings with Directors and update project spreadsheets.
• Attend monthly finance meetings to provide updates on invoicing.
• Effectively prioritize tasks, especially during peak periods.
• Collaborate with colleagues to gather necessary information and resolve invoicing issues.

• Previous experience in a PA role with knowledge of project invoicing and financial administration.
• Familiarity with VAT regulations and handling various types of invoices.
• Experience with procurement platforms such as Ariba or Coupa.
• Strong organizational skills and attention to detail.
• Ability to multitask and meet tight deadlines.
• Good communication and teamwork skills.
• Proficiency in Microsoft Office, particularly Excel.