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Team Assistant

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Allianz

2mo ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Munich

AI generated summary

  • You must know Allianz’s travel, expense, and procurement systems, be fluent in English, skilled in MS Office, organized, and have 2-3 years of admin experience. Confidentiality is essential.
  • You will manage calendars, travel, and office supplies, represent the CTO office, support events, process invoices, and assist with onboarding and cross-functional tasks.

Requirements

  • Knowledge and familiarity with Allianz’s travel and expense management as well as time management system.
  • Knowledge and familiarity with Allianz’s precurement system such as ARIBA.
  • A strong sense of confidentiality and reliability.
  • Fluent in English and have good verbal and written communication skills.
  • Strong knowledge of Outlook, Microsoft Word, and Excel.
  • Good interpersonal skills and an highly organized working manner.
  • Professional training or degree in Business Administration/ Office Administration.
  • Demonstrable experience (2-3 years) in an administration/ assistant role.
  • Experience in booking of travel and accommodation, invoice and reimbursement processing, supplier management.
  • Excellent command of general office application tools e.g. Power Point, Excel, Word.

Responsibilities

  • Ensure busy schedule/ calendar commitments, documents, and (international) travel arrangements - flights, hotels, visa, personal bookings and reimbursements - are managed effectively.
  • Represent the CTO office regarding (urgent) queries, phone calls and calendar invitations by redirecting or taking forward such contact as appropriate.
  • Support the office management with tasks as post service, office supply & giveaways ordering, preparation of conference rooms & caterings and welcoming of visitors, coordination of IT problems, etc.
  • Supporting event management such as workshops, internal meetings, offsites including event preparation, location finding, catering, supplier management, invoice/reimbursement processing.
  • Processing invoices and reimbursements and supporting the contract management and procurement processes.
  • On an ad-hoc basis, support the CTO Office and other executive or senior team members with some initiatives, and coordination of cross-functional tasks, events, offsites etc.
  • Supporting onboarding and offboarding, as well as the emails distribution list maintenance.

FAQs

What are the main responsibilities of a Team Assistant in the CTO Office?

The main responsibilities include managing calendar commitments, travel arrangements, handling queries, supporting office management tasks, event management, processing invoices and reimbursements, and assisting with cross-functional tasks as needed.

What qualifications are required for this Team Assistant position?

Candidates should have a professional training or degree in Business Administration/Office Administration, along with 2-3 years of experience in an administrative or assistant role.

Is experience with SAP ARIBA necessary for this role?

Familiarity with Allianz’s procurement system such as ARIBA is beneficial, but it may not be strictly required if the candidate possesses other relevant experience.

Are there opportunities for professional development in this role?

Yes, Allianz offers a variety of courses and targeted development programs to support personal and professional development for employees.

What software skills are required for the Team Assistant position?

Strong knowledge of Outlook, Microsoft Word, and Excel is required, along with proficiency in general office application tools like PowerPoint.

How does Allianz approach work-life balance?

Allianz prioritizes employee health and well-being through their Work Well programs, allowing flexibility in planning and arranging for a better work-life balance.

What languages are required for this position?

Fluency in English, with good verbal and written communication skills, is required for this position.

Does Allianz have a commitment to diversity and inclusion?

Yes, Allianz is dedicated to fostering a diverse and inclusive workforce and encourages applications from individuals of all backgrounds.

How are travel arrangements managed for the Team Assistant role?

The Team Assistant will handle all aspects of travel arrangements, including flights, hotels, visas, and personal bookings.

Is this position full-time or part-time?

This position is a full-time role.

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Allianz

Our purpose: We secure your future. Our promise is to give confidence in tomorrow.

Finance
Industry
10,001+
Employees
1890
Founded Year

Mission & Purpose

The Allianz Group is one of the world's leading insurers and asset managers with more than 100 million private and corporate customers in more than 70 countries. We are proud to be the Worldwide Insurance Partner of the Olympic & Paralympic Movements from 2021 until 2028 and to be recognized as one of the industry leaders in the Dow Jones Sustainability Index. Caring for our employees, their ambitions, dreams and challenges is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us. Join us and together, let’s care for tomorrow.