Administrative Specialist (m/w/d)

We are looking for a detail-oriented and proactive Administrative Specialist (m/w/d)  to support the QCA Team (Quality and Certification Assurance Team) in Eschborn. In this role, you will be responsible for a wide range of administrative and coordination tasks, including scheduling, payment processes, and operational support for internal and external stakeholders.

Key Responsibilities

Schedule Management

• Maintain and update schedules; communicate updates to relevant stakeholders
• Coordinate internal and external meetings, workshops, and events
• Organize travel arrangements and adjust schedules accordingly
• Manage supplier/guest schedules, including confirmations and follow-ups

Payment & Expense Management 

• Oversee expense planning (suppliers, team activities, workshops, guests, business trips, etc.)
• Process and monitor payments, including due date tracking
• Handle expense settlements and prepare monthly/annual reports

Administrative Support 

• Support QCA team activities within the QESH management process
• Coordinate training processes (request, review, confirmation)
• Arrange audits (documentation, scheduling, communication with participants)
• Manage postal services and support quality award initiatives
• Perform additional administrative tasks as assigned

Education & Experience

• Bachelor’s degree in Business Administration or a comparable qualification
• Minimum 3 years of experience in office or administrative roles

Skills & Competencies

• Strong organizational and planning skills
• Excellent communication and teamwork abilities
• High level of accuracy and reliability
• Problem-solving and analytical thinking mindset
• Strong commitment to ethics and compliance

Technical & Language Skills

• Proficient in Microsoft Office (especially Excel and Teams)
• Fluent in German and English
• Additional European language is a plus