Assistant to Head IT / Team Assistant, 80% (ID2170)

Job description

Short Description The Assistant to Head IT / Team Assistant acts as a central coordination point between IT management, internal teams and internal/external stakeholders. The position ensures transparency, efficiency, and alignment across IT operations and plays a key role in enabling management decisions through structured reporting and operational insight. Main Responsibilities Team and Operational Coordination Coordinate and manage administrative and organizational activities within the IT department. Maintain and structure IT documentation, contact lists, and governance materials. Support IT leadership in planning and preparing internal and external meetings, presentations, workshops, team events and reports. Management Support Act as a central coordination point between the IT Management Team, internal stakeholders, and external partners. Prepare management briefings and support decision-making through structured information and follow-up. Stakeholder Management Support IT Mgt Management with meeting coordination, documentation, and action tracking. Contribute to maintaining strong, transparent relationships with external partners Operational Improvement Identify inefficiencies in administrative and operational workflows and propose pragmatic improvements. Support the introduction of digital tools and automation to enhance process efficiency. Maintain awareness of costs and process performance, supporting the IT Management in achieving operational excellence. Governance and Reporting Prepare documentation and ensure follow-up for IT leadership and governance meetings. Support the IT Management Team with invoice tracking and budget transparency (no financial ownership). Maintain confidentiality and professionalism in all communications and data handling. Main Requirements Commercial or business administration education (KV, HFW or equivalent). Additional training on administration is an advantage. Minimum 4 years in Team Assistance, or similar roles Experience in an international organization or IT department is an advantage Excellent organizational and coordination skills with a proactive mindset. Strong communication and interpersonal skills; able to interact confidently with senior stakeholders. High attention to detail, structured proactive working style, and ability to prioritize. Clear communication with internal teams and external stakeholders High reliability, discretion, and sense of responsibility. Proficient in MS Office 365 and familiar with corporate applications Proficient in English, both written and orally, German is an advantage