POSITION SUMMARY
The Assistant position provides clerical and administrative support to the European legal department located in Frankfurt am Main.

POSITIONSBESCHREIBUNG
Die Position umfasst die administrative und organisatorische Unterstützung der europäischen Rechtsabteilung in Frankfurt.

KEY RESPONSIBILITIES/ REQUIREMENTS

• Prepares general correspondence, spreadsheets, reports, and presentations with the use of Word, Excel, and PowerPoint.
• Creates, organizes, and maintains departmental files, electronics files, databases and calendars.
• Coordinates domestic and international travel arrangements with the assistance of the company’s designated travel agency, and complete expense reports following travel.
• Screens phone calls from internal/external vendors and respond to routine information requests.
• Serves as the point of contact for the organization of meetings in the office from external BorgWarner teams and other office-related tasks with the facility manager and third parties.
• Plans, schedules and coordinates meetings, conferences, and other events including preparing related materials/documentation and arranging catering when necessary.
• Processes and tracks incoming and outgoing departmental paperwork i.e. invoices, mail, general correspondence and coordination of meetings.
• Supports drafting and keeps corporate records for BorgWarner´s EMEA legal entities; coordinates and maintains corporate housekeeping processes and data administration including entering such data in BW´s databases/ files . Obtaining of notary certifications and apostilles and/or legalizations with notaries public, commercial registers and alike.
• Coordinates the invoicing process with departmental vendors and the respective finance departments of BorgWarner.
• Able to facilitate BorgWarner’s documentation process on Sharepoint and alike, including non-disclosure agreements and other contracts.
• Handles document translation requests with external parties.
• Assists with other duties and special projects as assigned and provide back-up assistance to peers when necessary.

EDUCATION/EXPERIENCE

• Bachelor's degree or completed 3 years vocational business.
• Minimum 5 years of secretarial/administrative experience; prior experience in a global manufacturing company preferred.
• Must feel very comfortable working with an executive leadership team.
• Must have advanced-level software skills in Microsoft Office applications (Word, Excel, PowerPoint) including ability to type minimum 50 wpm.
• High attention to detail and accuracy, and exceptional proofreading and editing skills essential.
• Must have highly developed organizational skills including ability to prioritize, handle multiple tasks simultaneously, and meet deadlines. Any experience with database software (e.g., Microsoft Access) helpful but not required.
• Professional interpersonal, intercultural and written/verbal communication skills required.
• Willingness to take on new assignments and learn (with the support from internally colleagues) how to "stretch” existing expertise into new areas.
• Ability to work with minimal supervision; demonstrate initiative and make suggestions for departmental process/procedure improvements.
• Ability to manage confidential department information is expected.
• Very good English and German, verbally and written.

KEY COMPETENCIES

• Action Oriented Listening
• Learning on the Fly Customer Focus Priority Setting
• Timely Decision Quality Interpersonal Savvy Informing

HAUPTAUFGABEN/ ANFORDERUNGEN

• Erstellung von Korrespondenz, Tabellen, Berichten und Präsentationen mit Word, Excel und PowerPoint
• Pflege von Abteilungs- und elektronischen Dateien, Datenbanken und Kalendern
• Organisation nationaler und internationaler Reisen inkl. Spesenabrechnung
• Telefonkontakt mit internen und externen Ansprechpartnern sowie Bearbeitung allgemeiner Anfragen
• Koordination von Besprechungen und Büroangelegenheiten mit Facility Management und externen Teams
• Planung und Durchführung von Meetings, Konferenzen und Veranstaltungen inkl. Materialvorbereitung und Catering
• Verwaltung eingehender und ausgehender Unterlagen (Rechnungen, Post, Korrespondenz)
• Unterstützung bei der Pflege von Unternehmensunterlagen und Verwaltungsprozessen für EMEA-Rechtsträger
• Einholung von notariellen Beglaubigungen und Apostillen
• Koordination von Rechnungsstellung mit Lieferanten und Finanzabteilungen
• Unterstützung bei Dokumentenmanagement auf SharePoint und ähnlichen Plattformen
• Organisation von Übersetzungsaufträgen mit externen Partnern
• Mitwirkung bei Sonderprojekten und Unterstützung des Teams nach Bedarf

AUSBILDUNG/ERFAHRUNG

• Bachelorabschluss oder abgeschlossene kaufmännische Ausbildung
• Mindestens 5 Jahre Erfahrung im administrativen Bereich, idealerweise in einem internationalen Industrieunternehmen
• Sicherer Umgang mit Führungskräften auf höchster Ebene
• Sehr gute Kenntnisse in MS Office; mindestens 50 Wörter/Minute Tippgeschwindigkeit
• Hohe Genauigkeit, ausgeprägte Lektoratsfähigkeiten und Organisationstalent
• Fähigkeit zur Priorisierung, Multitasking und termingerechter Arbeit
• Vorteilhaft: Erfahrung mit Datenbanksoftware (z. B. Access)
• Professionelle Kommunikationsfähigkeit in Deutsch und Englisch
• Bereitschaft zur Weiterentwicklung und Übernahme neuer Aufgaben
• Selbstständige Arbeitsweise, Eigeninitiative und Diskretion

SCHLÜSSELKOMPETENZEN

• Handlungsorientiertes Zuhören
• Lernen im Handumdrehen
• Kundenorientierung
• Prioritätensetzung
• Zeitnahe Entscheidungen
• Qualität
• Zwischenmenschliches Geschick
• Informieren

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